Blog · SMEs
It is time to move away from Excel when the spreadsheet depends on a single person, when there are several versions of the same file, or when finding out available stock or customer balances means checking several sources. Excel is an excellent tool for calculating and analyzing, but it was not designed for several people to record transactions at the same time, with controls and a change history.
By LogTech® Software & Soluciones Tecnológicas · 3 min read
A management system keeps all the information in one place and shares it across departments. Each person sees what they need, with permissions based on their role. Every transaction is recorded with a date and a user. And data is entered only once: the sale deducts stock, generates the invoice and updates the customer account.
There are two paths. An off-the-shelf system is developed in advance and works well when the company's way of working matches the system's. A custom development is built around each company's processes and makes sense when the business has particular requirements that a standard system does not cover, or when several departments and tools need to be connected. In the article Custom software or off-the-shelf system, we explain when each one makes sense.
There are often more than people think.
Standardize customer names, product codes and categories before migrating.
The spreadsheet data is imported into the system, so it does not have to be entered again.
For a few weeks, the new system is used and checked against the spreadsheet.
Each person learns the part of the system they will use.
Once the system is in use and the data matches, the spreadsheet is kept only as an archive.
Moving to a management system does not mean you stop using Excel altogether. It remains useful for specific analyses. The difference is that the data comes out of the system, already organized, and spreadsheets are no longer used as the company's database.
Short answers to the most common questions on this topic.
Yes. The usual approach is to clean up the data and then import it into the system so it does not have to be entered again.
It depends on how many departments are included and on the condition of the data. A good practice is to start with one department and add the others in phases.
If the system is designed around how your team works and there is support during implementation, adoption is much simpler than with a generic system.
What your system needs in order to issue ARCA electronic invoices automatically when a sale is recorded, without entering the data twice.
Read articleSMEsHow to choose where to start automating in an SME: the processes that take the most time, the ones that cause errors and the ones that hold up other areas.
Read articleSMEsThe differences between an off-the-shelf system and custom software, when each one makes sense and how to combine the two.
Read articleAt LogTech® Software & Soluciones Tecnológicas, we develop custom management systems that replace spreadsheets with a system shared across departments, including electronic invoicing with ARCA (Argentina's tax authority), inventory, collections and reporting. We migrate your existing information and support your team through the change.
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