From Implementation to Integration: How Cloudify Transformed Viperflex's Processes for Improved Efficiency

Project Overview

Viperflex, an esteemed manufacturer of gun shooting stands, faced a significant challenge: the complexity and disjointed nature of their inventory and production processes. In a sector where efficiency is paramount, they turned to Cloudify, renowned for its expertise in Katana and Microsoft Business Central. They were using Katana MRP for inventory management and production planning, but they also needed to keep track of financial information in Microsoft 365 Business Central account. However, these two systems were not connected, which caused delays and errors when it came to invoicing and fulfilling orders.

The Challenge

What did Viperflex needed help with?

Viperflex’s operations were hampered by a lack of integration between different platforms, leading to inconsistencies in customer information, sales orders, and product details. The manual handling of these processes caused delays and errors, impacting customer satisfaction and bottom-line results.

The Solution

How did we approach it?

Our SaaS experts deeply analysed their business requirements before making the implementation and integration with other SaaS apps.

Solution for Implementation Process: Cloudify, a company specialising in digital analysis, SaaS product implementation, and automation, recommended implementing Katana MRP, a manufacturing resource planning software. The implementation process began with an analysis of Viperflex's current processes and tech stack, followed by the installation and configuration of Katana MRP. The team at Cloudify worked closely with Viperflex's team to train them on the new software and ensure a smooth transition.

With the implementation of Katana MRP, Viperflex was able to streamline their production processes and inventory management, leading to an increase in efficiency. This resulted in faster fulfillment of customer orders, improved customer satisfaction, and reduced waste.

Solution for Integration Process: After the successful implementation of Katana MRP, Cloudify continued working with Viperflex to integrate Katana with Microsoft Business Central, a cloud-based accounting software. The integration process involved analysing Viperflex's invoicing process and configuring the integration to enable the automatic creation of invoices in Microsoft Business Central when a sales order was fulfilled in Katana.

The integration of Katana and Microsoft Business Central saved the Viperflex team over 10 hours per week in manual invoicing tasks. Additionally, the automation of invoicing reduced the risk of errors that can come with manual data entry, ensuring greater accuracy in Viperflex's financial records.

Cloudify's workflow involves several steps to integrate Katana MRP and Microsoft Business Central. These steps include:

Get Order Details from Katana: This step retrieves the details of the sales order created in Katana, including the order number, customer name, order date, order items, order quantity, and delivery date.

Get Customer Details from Katana: Next, the workflow retrieves the details of the customer associated with the sales order from Katana, such as the customer's name, email address, and phone number.

Create Customer in Microsoft Business Central: We first search for the customer in e-conomic. If the customer does not already exist in e-conomic, the workflow creates a new customer record in Microsoft Business Central using the customer details retrieved from Katana.

Get Microsoft Business Central Customer: If the customer already exists in Microsoft Business Central, the workflow retrieves the customer record from Microsoft Business Central.

Get Products in Sales Order of Katana: This step retrieves the details of the products included in the sales order from Katana, such as the product name, SKU, and price.

Create Products in Microsoft Business Central: We start with searching the product in e-conomic. If the product does not exist in e-cnomic, the workflow creates a new product record in Microsoft Business Central using the product details retrieved from Katana.

Create Sales Order in Microsoft Business Central: Finally, the workflow creates a new sales order record in Microsoft Business Central for the customer, based on the information from Katana.

Overall, the collaboration between Cloudify and Viperflex resulted in significant improvements in Viperflex's efficiency, customer satisfaction, and financial accuracy. By analyzing their processes, implementing Katana MRP, and integrating it with Business Central, Cloudify was able to help Viperflex overcome their operational challenges and achieve growth.

Automations delivered - SaaS apps that helped Viperflex grow:

• Katana - Katana implementation was done to keep track of stocks.

• Microsoft Business Central - The accounting app was integrated to generate invoices and automate invoicing.

The results The solution crafted by Cloudify produced transformative results for Viperflex, addressing the core challenges they faced in managing inventory and production processes:

Automated Sales Order Management: By integrating Katana and Microsoft Business Central, the new workflow automated the retrieval and creation of sales orders, significantly reducing manual input and the potential for errors.

Unified Customer and Product Data: The integrated system streamlined the retrieval and creation of customer and product records, ensuring consistent data across platforms. This eradicated previous discrepancies that caused confusion and delays.

Enhanced Efficiency in Order Fulfillment: The seamless connection between Katana’s order details and Microsoft Business Central’s sales order creation allowed for quicker response times, leading to faster order fulfillment and increased customer satisfaction.

Scalable Growth: The automated and integrated solution not only solved the immediate challenges but also laid a foundation for future scalability. Viperflex could now adapt more easily to growing order volumes and market demands without corresponding increases in administrative complexity.

This tailored solution transformed Viperflex's operations, turning a convoluted, manual process into a sleek, automated workflow. The integration directly addressed Viperflex's pain points, enhancing efficiency, accuracy, and scalability, and positioning them for continued success in a competitive market.