Stewart Golf Limited
MIGRATION AND ADD-ONS
Stewart Golf Limited was founded with the sole intention of designing and building the world's finest golf trolleys. As a company owned and run by engineers, their instinct is to design, innovate and build. This has resulted in a range that rivals and surpasses any in the world.
Pain Points before BookCheck X
The company was using a very clunky, expensive and time-consuming Sage 200 system. Sales had to be double entered and bank transactions manually posted, then reconciled. The stock financial reconciliations were very fiddly. It was not a user friendly or intuitive system.
It could be very slow at times, especially when running reports. This could result in ‘freezing’ which meant everyone had to log out.
Stock reordering was very difficult.
Financial reports were very basic e.g. it was not possible to produce a comparative P&L. A lot of obsolete data (such as old customers and suppliers, bills of material) couldn’t be deleted – adding to the clumsiness and slowness.
In short, a time consuming, basic system, which was overcomplicated and required a lot of manual intervention.
Some of the stock, order and sales processes were very time consuming and inefficient. None of the systems spoke to each other. This made ensuring enough stock was available very tricky.
Sales from abroad increased massively. Orders are processed through the website – via a Shopify store. But Shopify doesn’t speak to Sage directly, so all transactions had to be manually entered.
Payments for Shopify orders come from different sources, such as credit cards and finance providers. This also did not link to Sage, so all receipts had to be manually entered and reconciled, using clearing accounts (due to the nature of how Sage recorded the sales). This meant reconciling at month end was a mammoth task.
Solutions with BookCheck X
• Made a business case for migration to Xero
• Handled the whole migration from Sage
• Reported on and sourced Xero add-on solutions
• Fully installed and integrated the add-ons
The BookCheckX Xero development team identified and investigated a number of options. This resulted in the choice of Xero with two major add-ons which fitted the needs of Stewart Golf.
Sales
Integrates directly with Shopify. All orders are pushed through on a daily basis once marked as paid in Shopify. These orders are then available to be processed either ex stock or by a production order. Invoices are sent to customers at the touch of a button. These feed directly through to Xero as drafts where they are checked and approved. They are then matched to the receipts on the bank feeds in Xero.
Stock tracking and control
Stock levels are monitored real-time. Alerts are set which trigger when products need to be reordered, allowing the planning of purchases based on the sales orders entered.
Manufacturing
The add-on creates bills of materials with sub bills.
Accounting
The add-on integrates directly with Xero to feed through sales and cost of goods sold for accurate reporting of monthly figures.
Reporting
The add-on has a good range of reports, including basing these on individual products, customers and time periods to see how they are performing.
Benefits with BookCheck X
This completely new, cloud-based setup, has provided Stewart Golf with a transformational solution which streamlines processes, saving a great deal of time and effort.
• Cloud based for ease of access
• Far lower system costs
• Accurate cost of goods calculations to enable better decision making
• Fully customisable sales invoices and documents to send to customers
• Manages customer information all in one place
• Ensures products are ordered when needed
• Direct integration with Xero – saves substantial time processing invoices, customer receipts, purchases and payments
• Better visibility and control – full sales and stock reconciliations between Xero and the add-on are now easily completed
Testimonial
‘In the middle of it all last year we also decided to migrate our accounting systems from Sage to Xero. Everything needed to keep running smoothly for the business to keep functioning.
‘I have known this to take as much as three months, but BookCheck managed to have us up-and-running the next day. There was still work to be done, of course, but we were very happy and it enabled us to keep moving the business forward.’
David Funnell, Managing Director of Stewart Golf Limited