Beep - Enterprise Resource Planning Software

Customer profile:

Berentzen Distillers CR s.r.o. is a subsidiary of the German corporation of Berentzen-Gruppe, a leader on the German market with liquors, holding a total market share of 20%. It focuses on distribution of liquors, especially branded liqueurs, brandy, and wine. The company’s portfolio includes Berentzen Apple, Puschkin vodka, Polar Limes, and others. It has a refined business strategy, thanks to which it has a major share on the Czech market.

Initial situation:

Eurobrands s.r.o. used to use a corporate file system running in the DOS environment, and the system was no longer able to make use of the latest IT technologies. Thus, the company’s management decided to choose a new information system which would make use of modern technologies and be able to meet the operating requirements of the distribution operations.

Beep, s.r.o. and its ERP software TWIST INSPIRE became the winner of a tender procedure, as the system met all the primary requirements and ran on the MS SQL Server 2000, and what more, the interface was both, in Czech and German.

Objectives:

The objective of implementing a new ERP system was to make use of latest technologies of efficient processing of corporate records, and to improve the communication with other partners.

Primary objectives:

• improving the efficiency and organization of work;
• ensuring that employees have important and up-to-date information at their fingertips;
• easy control of all system sections;
• establishment of EDI communication with business chains;
• support for international reporting;
• interlinking with MIS analytic tools.

Solution:

Most functions and working procedures were covered using the standard version of the system. The company’s specific needs arising from its type of business, as excise tax processing, and new submodules as records of partner bonuses, were catered for through customized modifications of the system.

After a trial data conversion from the previous system, links to third-party programs were created (homebanking, trading data export for the MIS software) and XML templates were designed for EDI communication with various business chains. User training was launched on time, using data converted in the trial run. In the end, the final settings were defined and opening balances needed for the real-life run of the system were imported. On Monday, January 5, 2004, the system was officially launched. In the month that followed, the system was implemented in another subsidiary in Slovakia.

Implementation schedule:

1. The contract was executed and the first analysis started in 2003/07
2. Working procedures were designed and commented on in 2003/08
3. Modifications were performed and selected functions customized in 2003/09
4. Primary data conversion in 2003/09
5. Data export and import, homebanking, EDI in 2003/10
6. Opening balances, data conversion (real-life run) in 2003/10
7. Training in 2003/11
8. Trial run in 2003/12
9. Final setting up of the system in 2003/12
10. Customized forms in 2003/12
11. Inputting of opening balances and real-life launch in 2004/01

Benefits:

• easier and faster processing of day-to-day operations thanks to the use of EDI;
• interlinking of all data in the system, all employees have access to the same, up-to-date information;
• perfect control over stock, including planned movements;
• perfect control over purchase and sales;
• optimization of stock, new possibilities of pricing;
• a comprehensive overview of the company’s trading results;
• automating of international reporting;
• improved data security and system stability;
• fast system servicing and remote support.

Products and technologies:

• Microsoft Windows 2000 Server
• Microsoft SQL Server 2000
• Microsoft Internet Explorer 6.0
• TWIST INSPIRE – corporate ERP software.

Modules installed:

I. Business section:

• Partners and Products: Partners, Dealers, Carriers, Discounts and Bonuses, Purchase Prices and Discounts, Selling Prices and Discounts;
• Sales: Quotations, Selling Orders, Outgoing Advance Payments, Delivery Notes;
• Outgoing invoices
• Purchase: Outgoing Demands, Outgoing Orders, Incoming Advance Payments, Delivery Notes, Incoming Invoices;
• Stock: Stock Cards, Receipt Vouchers, Release Notes, Stocktaking.

II. Accounting section:

• Creditors and Debtors Ledger: Outgoing Invoices, Incoming Invoices, Outgoing Advance Payments, Incoming Advance Payments, Document Balance Ledger, Reminders;
• Bank Accounts and Petty Cash Management: Petty Cash, Bank Orders, Bank Statements, Exchange Rates;
• General ledger: Internal Vouchers, Accounts, Cost Centers, Jobs, Categories, Accounting Balance Ledger, Final Annual Statements;
• Assets: Property Files, Clearance Documents;
• Reports and Budgets: Budgets, Financial Statements, VAT Return, INTRASTAT.

Partner profile:

Beep, s.r.o. specializes in development and implementation of the TWIST INSPIRE corporate ERP software for local and international organizations operating in various areas. It provides top quality services related to the implementation and operation of information systems. Since the company’s establishment in 1994, it has become a recognized supplier of professional ERP solutions.

Contact information:

Beep, s.r.o.

Ing. Milan Ehrenberger, ředitel
Na Okrouhlíku 13
182 00 Praha 8

Tel: +420 284 689 729-730

Berentzen Distillers CR spol. s r.o.

Ivo Kosař, vedoucí projektu
Bedřichovice 1654
664 51 Šlapanice u Brna

Tel: +420 544 247 211