Wogan Coffee
MIGRATION AND ADD-ONS
Established in the heart of Bristol in 1970, Wogan Coffee is now in its 3rd generation, with one Wogan in Bristol and the other in London.
As a wholly independent family company, living and breathing coffee for 50 years, we have learnt a lot along the way - not only about coffee, but how climate affects all our futures, here and in coffee growing regions. So, for us our mission is simple; to make sure that coffee doesn't cost the Earth, for your pocket and the planet, and so we are pledging to be Carbon Neutral by 2030; building a better future for generations to come.
Paint Points before BookCheck X
Before BookCheck X
• Sage system with manual input of banks
• Square, PayPal and GoCardless payment methods – difficult to reconcile payments for invoices with batches of payouts received
• Historical differences relating to multiple payment methods to be resolved
• Huge quantity of data in Sage risking data corruption
The problems
Wogan Coffee joined BookCheck Limited as a new client for their bookkeeping and management account needs. BookCheck X became involved very early on, as the client expressed a desire to move from Sage to Xero. Wogan Coffee was also planning a move of their ecommerce platform to Shopify.
BookCheck X were engaged to complete the migration from Sage to Xero and to investigate an appropriate add-on for use with Shopify to streamline the process of sales invoices and payment reconciliation.
Solutions with BookCheck X
The solutions
Due to the amount of data held in Sage – every single sale that Wogan Coffee made was entered as a separate invoice – the migration to Xero was a little out of the ordinary. There was only so much data that could be migrated across automated tools. The remaining had to be done manually. This was not a problem for BookCheck X, as we always complete full reconciliations back to the source data, in this case Sage.
Once the migration was complete, there was a short interim period whilst we were awaiting the new Shopify site to go live. In this time, we were able to get Xero up and running with all bank feeds and created a process for all invoices being raised in the old online webshop, to be pulled across to Xero.
This also gave us the opportunity to research a suitable add-on to sit between Shopify and Xero. The aim of this add-on was to be able to distinguish between B2B and B2C sales in Shopify and then determine how these should be sent to Xero; B2B sales sent through to Xero individually so that all sales history for a trade customer could be viewed within Xero, B2C sales consolidated before being sent to Xero, to minimize the number of transactions within Xero. We also wanted to streamline the reconciliation of these sales to the payments received.
After being presented with various options by BookCheck X, the add-on chosen by Wogan Coffee was Dext Commerce, formally known as Greenback.
Dext Commerce enabled;
• B2C sales to be consolidated and sent to Xero daily
• B2B sales to be sent to Xero as individual sales
• Shopify and PayPal payment methods to be linked
With Dext Commerce in place, all website sales are now posted and fully reconciled in a matter of minutes. As the B2C sales are paid at the point of sale on the website, these are consolidated in Dext Commerce and come through to Xero as paid by the relevant payment method. If the daily consolidated sales are paid by multiple payment methods, i.e. PayPal and Shopify, this is not an issue with Dext Commerce. The postings in Xero are simply made by Dext Commerce to reflect the payment method used. These can then easily be reconciled with the transactions on the relevant bank feed.
B2B sales also come through as paid, if appropriate, otherwise they sit as debtors on Xero, awaiting the customer’s payment.
Overall time savings of 40% have been achieved – that what good add-ons are all about. And it is not just time that has been saved. The reconciliation process for online sales and the various payment methods has always been a major headache, not only costing time to sort but also causing unnecessary hassle. This has now disappeared with the new process, as everything is reconciled with a few clicks of the mouse. An impressive saving of time and stress, all with just one suitable add-on.
BookCheck was tasked with reconciling the previous postings in Xero for Wogan Coffee’s financial year. The time saving has been 85%.
What’s next?
With Xero and Dext Commerce set up, the last piece of the puzzle is stock management. Wogan Coffee will use Cin7 for their order and inventory management. Once this has been set up, BookCheck X will work with Wogan Coffee to integrate with Dext Commerce.
