Picture the Perfect Warehouse

Take a minute to imagine the perfect warehouse.  The shelves are immaculate and inventory is organized so that the items you sell the most are closest to the shipping area.  When a customer calls to ask if an item is in stock, you simply have to check in your system to find out if it’s available.  Every shipment is perfect, physical counts only take a few hours and your receipt of goods entries take only minutes a day.  This warehouse could be yours. 

As bar-coding technology becomes more affordable and easier to use, more and more small to medium-sized companies are using it to get their warehouses organized.  By implementing barcode technology you can automate warehouse transfers, physical counts, shipping and receiving.  What exactly does that mean for you?  It means that data entry (and the delays and errors that come along with it) is eliminated because every transaction is scanned and sent to your system immediately.  It also means that every shipment is guaranteed accurate and you will never again receive an item that you did not order.  Physical counts happen 75% faster than they did with a manual system and the inventory quantities in your Warehouse Management System are trustworthy. 

So how do you get started on the road to the perfect warehouse?  Simply follow these three easy steps: 

  1. Evaluate your warehouse process with us.  Talk about how inventory is moving through your warehouse and identify any bottlenecks or problem areas.  Include warehouse staff, data entry personnel and management to get a complete picture of your operations.
  2. Determine your implementation goals and strategy.  Most Warehouse Management Solution implementations work best when done in a phased approach.  If physical counts are the biggest issue, use the bar-coding handhelds for that process and then expand to other transactions after that one is mastered.  Rank each process in order of importance and set deadlines for when you would like each one fully implemented.
  3. Review hardware and software recommendations.  We will provide software recommendations based on your project goals and suggest a handheld that will work well in your warehouse environment.  Once you have approved the solution set, all that’s left to do is implement! 

To learn more about how bar-coding could get you closer to having the perfect warehouse, contact us today.

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Business Intelligence is Easier and More Valuable

A recent article on WebCPA.com titled, BI – Not Just for IT Pro’s Anymore – quoted Axis on the benefits of BI as a profit tool.  The article stated that “BI is becoming an understandable, usable and affordable initiative for small to midsized businesses.” It went on to define BI, “Advertisement

At its most basic level, business intelligence provides historical, current and predictive views of business operations. Common functions of BI technologies include reporting, online analytical processing, analytics, data mining, business performance management, benchmarking, text mining, and predictive analytics.” 

Manny Buigas, Principal at Axis, was quoted as saying, “”People are looking at their companies differently because of the economy, and the big fear to overcome is costs. These days you have to produce more with less people. When we create a data warehouse for a client, it’s fresh every day. It’s not hours and hours or waiting for reports to export to a spreadsheet.” 

“A strong selling point of BI is that you can visualize your operations right away. Show [clients] a business intelligence tool and they are asking questions you never thought of, making connections from one system to another,” said Buigas. “When we embedded BI into clients’ CRM systems, they were blown away. A sales guy is now looking at his clients very differently.” 

The article concluded, and we agree that, “Businesses are ripe for BI work because the accounting and CRM systems they already have contain the data they need to see how their businesses can be improved, though it may still involve a bit of consulting work from a VAR.  Right now there are a ton of integrated accounting solutions out there and you get something that sits on top of that to pull out the data that’s in there intelligibly, not just report on it but interpret it and make recommendations. That’s real value.”

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Four Ways Social Media Impacts CRM

From CRMToday.com

We found an interesting article on CRMToday.com regarding the projected impact of Social Media on CRM systems.  As businesses are seeing the benefits of taping into social media, it makes sense that utilizing CRM systems to help manage them is the next logical step.  

Social media is all the rage, and not just with the kids–we use these networks to share information and, increasingly, to conduct business. We’ve seen the statistics on the staggering growth of social networks, most notably Twitter and Facebook. We are now beginning to realize the potential when used correctly by businesses.   

The most interesting aspect of social media isn’t the individual social networks, but the evolving ecosystem engendered by their openness. This results in unprecedented creativity for network integration, application development, and content management for businesses. This is where customer relationship management joins the story.

 Customer relationship management (CRM) has always promised the vision of managing customer interactions at the right time, in the right place, and in the right style to maximize customer value to the company.  The tipping point of social media gives us the perfect opportunity to revolutionize CRM and build true customer relationship programs.  Social media offers four of game-changing extensions to existing CRM capabilities for the creation of truly unified customer experiences.   

1. Listening

Customers are talking about your company, your products, and your competitors.  The information waiting to be harvested from social media conversations is invaluable.  Social media monitoring isn’t just about public relations or periodic brand audits; it is about listening to what your customers want.  Listening to social media is an active process that generates insights that should inform all of your activities:  direct marketing campaigns, Web site management, search marketing, offers and promotions, call center scripts, and competitive intelligence. 

2. Responding

Once you are listening, it will be abundantly clear that your customers are using social media at this very moment.  Buying behavior, or lack thereof, will be the ultimate outcome of these sentiments, but by then it’s too late.  Social media gives CRM practitioners the ability to participate in these conversations in real time and talk directly to the most engaged and active customers and prospects.  This involves using social networks for customer service: proactively reaching out to customers who are having problems.  It means identifying and mediating potential problems before they explode in the public consciousness or in the media.  Finally, it means engaging with influencers and the networks where customers are active to be a participant in the story of your brand online.

3. Consolidated Customer and Prospect Profiles

The first two ways CRM intersects with social media is as a participant, but now it’s time to starting using this information to address individual customers and prospects to directly generate more business. The CRM system already knows each customer’s promotional and transactional history, and social media provides another facet of information about each individual.  It provides information on which social networks customers use, what they are saying about you, what needs they have expressed, and what the sentiment of their activities is.  This expanded customer profile supports the development of a more productive customer experience across all contact points.  In B2B CRM situations, it provides critical color for sales reps as they manage customers through the sales cycle.

4. Self-Managed CRM

If enterprises can successfully engage Social Media as a component of their CRM strategy, then customers and prospects should expect to self-manage their participation in CRM in the future.  These efforts have already started as many organizations offer self-service portals and websites, but it is going deeper as customer service reorganizes into genuine communities where the enterprise and customers collaborate.  These activities will span existing public social networks as well as enterprise-sponsored communities where customers and partners opt in to participate.  

These four capabilities are major changes to the CRM playbook.  In the long term, these will become seamless as social media becomes fully integrated in CRM processes, data management, and execution at customer touch points. But despite this inevitability and feelings of pressure to get on the social media bandwagon, organizations need to carefully consider their approach to bringing social media into the mix and determine what is appropriate based on their own industry, CRM goals, and organizational maturity.  Social Media is a component of CRM that is still evolving–as are consumers’ expectations.  Everyone is learning together on this journey; this is a golden opportunity to make CRM everything it was intended to be.

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Reduce the Risks of Sales Tax Audits

We are often asked about helping our clients develop strategies for managing sales and use tax.  This will be especially critical in 2010 as local governments are looking for missing revenue to help fill voids left by the recession.  The sales tax compliance process is difficult to manage manually and businesses must be aware of the actions that lead to sales and use tax audits as state and local governments are increasing their audit numbers each year.

A few actions that can lead to sales and use tax audits include:

  • No reporting or under reporting of sales and use tax
  • Late reporting or filing of sales and use tax returns
  • Reporting a large volume of exempt sales
  • Having nexus obligations within a jurisdiction but not registering with that jurisdiction
  • Follow up from a previous sales tax audit

How much does it cost you to maintain your compliance with sales tax?  Would you like to reduce the cost of compliance by freeing up your business staff?  You already know you are obligated to collect and remit sales tax where you conduct business.  Defining where you conduct business can be a big challenge.  Are you familiar with the word nexus and are you aware of what it means for your business?  If not, you can be assured the taxman will explain it after your next audit.  Nexus is the obligation to collect and remit tax where you conduct business.  Understanding your business’s nexus is the first step in leveling the taxation playing field. 

Almost every business has to calculate, collect, report and remit taxes.  You are most likely already paying taxes in your state and local jurisdictions as a result of the location of your business.  However, what happens in the situation when you sell something across state lines?  Are you supposed to collect sales tax?  How much sales tax should you collect?  And to whom should you remit the tax? Simply making a sale in another state does not necessarily mean you have a sales tax obligation.  There are many rules involved with determining nexus that you must consider.  These rules are created by the states and define when a business has a connection to that state.  This “connection” is also known as nexus.  

Nexus rules differ from state to state and when deciding how a rule applies to you, you should consult your accountant, tax attorney or other qualified sales tax professional to conduct a nexus study for your particular business.  Making the nexus determination on your own is foolish and can cause problems further down the road. When you have created nexus in a state, you are required to calculate, collect, report and remit that state’s sales taxes each and every time you make a transaction there.  The physical structure of where your business is located creates nexus, although there are several other ways nexus can be determined and/or created. 

The most obvious example of nexus is when your business has stores in multiple states.  You have sales tax obligations in each location.  You can create nexus by employing sales people who travel to and sell in other states.  If your employees or contractors conduct any work such as installing products at a customer’s out-of-state location, you may have nexus there as well.  In some states, it’s possible for nexus to be in existence just by regularly attending tradeshows or advertising in other jurisdictions other than the physical location of your business. Additional factors that can create nexus include: owning or leasing any real or personal property in another state, having company personnel deliver products in another state, and renting or owning out-of-state storage, warehousing or drop-shipping facilities. 

The world of sales tax is full of complicated rules and this is not a game where you want to take big risks.  With more than 12,500 tax regions across North America, and with rates and boundaries constantly changing, staying on top of your nexus responsibilities requires labor and a lot of time.  In addition, self management of your nexus responsibilities does not generate revenue to your business, nor does it cut costs.  Managing nexus is a serious time and resource drain to your business all around. 

Businesses attempting to manage sales tax compliance processes know it is cumbersome, expensive, a drain on productivity, and error prone.  Sales tax may be inevitable, but the hassle is not.  There are solutions to help achieve accuracy and compliance painlessly and affordably.  Selecting a Web-service-based sales tax management solution that runs behind the scenes of your accounting application to automate the sales tax compliance function for your business is a move in the right direction.  The solution you select is critical.  Every business needs to be aware, the service should not only work behind the scenes, integrate with the business accounting application and CRM application, but it should also completely automate the tax compliance functions of the entire business.  In addition, the solution you select should also maintain jurisdiction updates and changes, as well as rate calculations.   Finally, a comprehensive solution should also provide collection, reporting functionality, return preparation, and remittance of the return at the appropriate deadline.

Don’t waste additional time on manual compliance efforts; instead learn how your business resources can focus on revenue generating activities. Contact us to gain the knowledge necessary to achieve compliance and reduce your exposure to suffering penalties from an audit.

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Credit Card Compliance

If your company accepts credit cards for payments, PCI compliance applies to you.

Regardless of size or industry, all companies that accept credit cards must adhere to the safeguards mandated by the Payment Card Industry Data Security Standard—referred to as the PCI DSS. While most companies are aware of PCI, many are unsure what it means for their businesses. As well, companies that use a third party for clearing and remittance often incorrectly assume that PCI compliance does not apply to them. 

So, what are the risks of noncompliance? Beyond exposing your customers to fraud or identity theft, your business can be held responsible for the credit card company’s losses. In the event of a security breach or lack of PCI compliance, credit card institutions can assess your company higher credit card processing fees and levy fines of up to $500,000—or even bar your company from processing any credit card transactions at all. Keep in mind that this applies to all companies that accept payment by plastic—even if they don’t store any related data. 

The PCI DSS is a multifaceted security standard that includes requirements for security management, policies, procedures, network architecture, software design and other critical protective measures. This comprehensive standard is intended to help organizations proactively protect customer account data. It is a group of principles and accompanying requirements, around which the specific elements of the DSS are organized: 

Build and Maintain a Secure Network

Requirement 1: Install and maintain a firewall configuration to protect cardholder data

Requirement 2: Do not use vendor-supplied defaults for system passwords and other security parameters

Protect Cardholder Data

Requirement 3: Protect stored cardholder data

Requirement 4: Encrypt transmission of cardholder data across open, public networks

Maintain a Vulnerability Management Program

Requirement 5: Use and regularly update anti-virus software

Requirement 6: Develop and maintain secure systems and applications

Implement Strong Access Control Measures

Requirement 7: Restrict access to cardholder data by business need-to-know

Requirement 8: Assign a unique ID to each person with computer access

Requirement 9: Restrict physical access to cardholder data

Regularly Monitor and Test Networks

Requirement 10: Track and monitor all access to network resources and cardholder data

Requirement 11: Regularly test security systems and processes

Maintain an Information Security Policy

Requirement 12: Maintain a policy that addresses information security

Acquirer audits, which can be carried out at any time, cover the 12 areas of mandatory compliance. The failure rate for PCI certification audits is high; according to recent research by VeriSign in “Lessons Learned: Top Reasons for PCI Audit Failures and How to Avoid Them,” fewer than 30 percent of companies pass these examinations on the first try. To learn more and even take a self-assessment questionnaire to evaluate your risk visit: www.pcisecuritystandards.org

Other helpful PCI resources include:

Be sure to download your FREE copy of PCI Compliance For Dummies book.

Posted in Enterprise Resource Planning (ERP) | Tagged , , | Leave a comment

As the Axis World Turns

We are excited to introduce you to our new company newsletter, “Success!”.  Although we’ve been producing a product oriented newsletter “Axis Update” for many years, we also wanted a forum to communicate what is most important to us …providing Strategies and Solutions to Help Clients Succeed!  

Growth
One of our strategies to help clients succeed is by providing you with turnkey solutions that best meet your needs. We are therefore pleased to announce our merger with IDR Inc., Toronto’s leading warehouse and distribution solution provider.  The addition of IDR to the Axis team was a strategic move to provide a wealth of expertise in warehouse management solutions.  Our clients will benefit from the 25 years of experience this team brings in working with warehouse system design and process management. This addition is complimented by the merger earlier this year with AccountTech which brought us a new level of expertise in the Human Resources arena.

Rewards
We know that our clients are our best asset and we’d like more clients just like you.  Do you know of a company that is struggling with their business information systems, not getting enough support with their current system or both?  Let your colleagues know that we are available to assist them and that we would be honored to have an opportunity to earn their business. As you know, our customers get personal attention, prompt support and solutions that match their needs.  As a way of saying thank you for your referrals that become Axis clients, we are implementing the Axis Rewards program.  More information on that will be coming soon.  In the meantime, we’d love to help your referrals with their system needs.

Communication

In addition to our “Success!” newsletter, we are also happy to share our new “Expert” blog with you.  The blog is organized by solution type including: Customer Relationship Management (CRM), Business Intelligence (BI), Enterprise Resource Planning (ERP), and Warehouse Management Solutions (WMS). Here you’ll find the latest video tutorials, product news, industry updates, and much more.

We hope all of our initiatives provide more resources to help you succeed!

Posted in March 2010, Newsletter | Tagged , , , , , , , , , , , , , , , , , , , , , , , , | Leave a comment

Business Intelligence is Easier & More Valuable (BI Blog)

A recent article on WebCPA.com titled, BI – Not Just for IT Pro’s Anymore – quoted Axis on the benefits of BI as a profit tool.  The article stated that “BI is becoming an understandable, usable and affordable initiative for small to midsized businesses.” It went on to define BI, “At its most basic level, business intelligence provides historical, current and predictive views of business operations. Common functions of BI technologies include reporting, online analytical processing, analytics, data mining, business performance management, benchmarking, text mining, and predictive analytics.”

Manny Buigas, Principal at Axis, was quoted as saying, “"People are looking at their companies differently because of the economy, and the big fear to overcome is costs. These days you have to produce more with less people. When we create a data warehouse for a client, it’s fresh every day. It’s not hours and hours or waiting for reports to export to a spreadsheet."

"A strong selling point of BI is that you can visualize your operations right away. Show [clients] a business intelligence tool and they are asking questions you never thought of, making connections from one system to another," said Buigas. "When we embedded BI into clients’ CRM systems, they were blown away. A sales guy is now looking at his clients very differently."

The article concluded, and we agree that, “Businesses are ripe for BI work because the accounting and CRM systems they already have contain the data they need to see how their businesses can be improved, though it may still involve a bit of consulting work from a VAR.  Right now there are a ton of integrated accounting solutions out there and you get something that sits on top of that to pull out the data that’s in there intelligibly, not just report on it but interpret it and make recommendations. That’s real value.”

Article link: http://www.webcpa.com/ato_issues/24_4/bi-not-just-for-it-pros-anymore-53820-1.html?zkPrintable=true

Posted in March 2010, Newsletter | Tagged , , , , , , , , , , , , , , , | Leave a comment

Four Ways Social Media Impacts CRM (CRM Blog)

From CRMToday.com
We found an interesting article on CRMToday.com regarding the projected impact of Social Media on CRM systems.  As businesses are seeing the benefits of taping into social media, it makes sense that utilizing CRM systems to help manage them is the next logical step.

Social media is all the rage, and not just with the kids–we use these networks to share information and, increasingly, to conduct business. We’ve seen the statistics on the staggering growth of social networks, most notably Twitter and Facebook. We are now beginning to realize the potential when used correctly by businesses.  

The most interesting aspect of social media isn’t the individual social networks, but the evolving ecosystem engendered by their openness. This results in unprecedented creativity for network integration, application development, and content management for businesses. This is where customer relationship management joins the story.

Customer relationship management (CRM) has always promised the vision of managing customer interactions at the right time, in the right place, and in the right style to maximize customer value to the company.  The tipping point of social media gives us the perfect opportunity to revolutionize CRM and build true customer relationship programs.  Social media offers four of game-changing extensions to existing CRM capabilities for the creation of truly unified customer experiences.  

1. Listening
Customers are talking about your company, your products, and your competitors.  The information waiting to be harvested from social media conversations is invaluable.  Social media monitoring isn’t just about public relations or periodic brand audits; it is about listening to what your customers want.  Listening to social media is an active process that generates insights that should inform all of your activities:  direct marketing campaigns, Web site management, search marketing, offers and promotions, call center scripts, and competitive intelligence.

2. Responding
Once you are listening, it will be abundantly clear that your customers are using social media at this very moment.  Buying behavior, or lack thereof, will be the ultimate outcome of these sentiments, but by then it’s too late.  Social media gives CRM practitioners the ability to participate in these conversations in real time and talk directly to the most engaged and active customers and prospects.  This involves using social networks for customer service: proactively reaching out to customers who are having problems.  It means identifying and mediating potential problems before they explode in the public consciousness or in the media.  Finally, it means engaging with influencers and the networks where customers are active to be a participant in the story of your brand online.

3. Consolidated Customer and Prospect Profiles
The first two ways CRM intersects with social media is as a participant, but now it’s time to starting using this information to address individual customers and prospects to directly generate more business. The CRM system already knows each customer’s promotional and transactional history, and social media provides another facet of information about each individual.  It provides information on which social networks customers use, what they are saying about you, what needs they have expressed, and what the sentiment of their activities is.  This expanded customer profile supports the development of a more productive customer experience across all contact points.  In B2B CRM situations, it provides critical color for sales reps as they manage customers through the sales cycle.

4. Self-Managed CRM
If enterprises can successfully engage Social Media as a component of their CRM strategy, then customers and prospects should expect to self-manage their participation in CRM in the future.  These efforts have already started as many organizations offer self-service portals and websites, but it is going deeper as customer service reorganizes into genuine communities where the enterprise and customers collaborate.  These activities will span existing public social networks as well as enterprise-sponsored communities where customers and partners opt in to participate.  

These four capabilities are major changes to the CRM playbook.  In the long term, these will become seamless as social media becomes fully integrated in CRM processes, data management, and execution at customer touch points. But despite this inevitability and feelings of pressure to get on the social media bandwagon, organizations need to carefully consider their approach to bringing social media into the mix and determine what is appropriate based on their own industry, CRM goals, and organizational maturity.  Social Media is a component of CRM that is still evolving–as are consumers’ expectations.  Everyone is learning together on this journey; this is a golden opportunity to make CRM everything it was intended to be.

Posted in March 2010, Newsletter | Tagged , , , , , , , , , , , , , , , | Leave a comment

Picture the Perfect Warehouse (WMS Blog)

Take a minute to imagine the perfect warehouse.  The shelves are immaculate and inventory is organized so that the items you sell the most are closest to the shipping area.  When a customer calls to ask if an item is in stock, you simply have to check in your system to find out if it’s available.  Every shipment is perfect, physical counts only take a few hours and your receipt of goods entries take only minutes a day.  This warehouse could be yours.

As bar-coding technology becomes more affordable and easier to use, more and more small to medium-sized companies are using it to get their warehouses organized.  By implementing barcode technology you can automate warehouse transfers, physical counts, shipping and receiving.  What exactly does that mean for you?  It means that data entry (and the delays and errors that come along with it) is eliminated because every transaction is scanned and sent to your system immediately.  It also means that every shipment is guaranteed accurate and you will never again receive an item that you did not order.  Physical counts happen 75% faster than they did with a manual system and the inventory quantities in your Warehouse Management System are trustworthy.

So how do you get started on the road to the perfect warehouse?  Simply follow these three easy steps:

  1. Evaluate your warehouse process with us.  Talk about how inventory is moving through your warehouse and identify any bottlenecks or problem areas.  Include warehouse staff, data entry personnel and management to get a complete picture of your operations.
  2. Determine your implementation goals and strategy.  Most Warehouse Management Solution implementations work best when done in a phased approach.  If physical counts are the biggest issue, use the bar-coding handhelds for that process and then expand to other transactions after that one is mastered.  Rank each process in order of importance and set deadlines for when you would like each one fully implemented.
  3. Review hardware and software recommendations.  We will provide software recommendations based on your project goals and suggest a handheld that will work well in your warehouse environment.  Once you have approved the solution set, all that’s left to do is implement!

To learn more about how bar-coding could get you closer to having the perfect warehouse, contact us today.

Posted in March 2010, Newsletter | Tagged , , | Leave a comment

Credit Card Compliance: What You Need To Know (ERP Blog)

If your company accepts credit cards for payments, PCI compliance applies to you.
Regardless of size or industry, all companies that accept credit cards must adhere to the safeguards mandated by the Payment Card Industry Data Security Standard—referred to as the PCI DSS. While most companies are aware of PCI, many are unsure what it means for their businesses. As well, companies that use a third party for clearing and remittance often incorrectly assume that PCI compliance does not apply to them.

So, what are the risks of noncompliance? Beyond exposing your customers to fraud or identity theft, your business can be held responsible for the credit card company’s losses. In the event of a security breach or lack of PCI compliance, credit card institutions can assess your company higher credit card processing fees and levy fines of up to $500,000—or even bar your company from processing any credit card transactions at all. Keep in mind that this applies to all companies that accept payment by plastic—even if they don’t store any related data.

The PCI DSS is a multifaceted security standard that includes requirements for security management, policies, procedures, network architecture, software design and other critical protective measures. This comprehensive standard is intended to help organizations proactively protect customer account data. It is a group of principles and accompanying requirements, around which the specific elements of the DSS are organized:

Build and Maintain a Secure Network
Requirement 1: Install and maintain a firewall configuration to protect cardholder data
Requirement 2: Do not use vendor-supplied defaults for system passwords and other security parameters
Protect Cardholder Data
Requirement 3: Protect stored cardholder data
Requirement 4: Encrypt transmission of cardholder data across open, public networks
Maintain a Vulnerability Management Program
Requirement 5: Use and regularly update anti-virus software
Requirement 6: Develop and maintain secure systems and applications
Implement Strong Access Control Measures
Requirement 7: Restrict access to cardholder data by business need-to-know
Requirement 8: Assign a unique ID to each person with computer access
Requirement 9: Restrict physical access to cardholder data
Regularly Monitor and Test Networks
Requirement 10: Track and monitor all access to network resources and cardholder data
Requirement 11: Regularly test security systems and processes
Maintain an Information Security Policy
Requirement 12: Maintain a policy that addresses information security

Acquirer audits, which can be carried out at any time, cover the 12 areas of mandatory compliance. The failure rate for PCI certification audits is high; according to recent research by VeriSign in “Lessons Learned: Top Reasons for PCI Audit Failures and How to Avoid Them,” fewer than 30 percent of companies pass these examinations on the first try.

To learn more and even take a self-assessment questionnaire to evaluate your risk visit: www.pcisecuritystandards.org
Other helpful PCI resources include:

Be sure to visit our www.axiserpexpert.com website to download your FREE copy of PCI Compliance For Dummiesbook.

Posted in March 2010, Newsletter | Tagged , , , | Leave a comment