How we helped WERD focus on e-commerce and accounting at once

Project Overview

Meet WERD, a Danish company that's made a name for itself in the trade of cutting-edge hardware across the globe. WERD found themselves grappling with the tall task of managing a torrent of order requests from clients. Their goal was simple but challenging: to make the process of creating orders in Microsoft Business Central a breeze, ramping up efficiency while cutting down on manual labour. This innovative solution was designed to set off the workflows for creating sales invoices.

The Challenge

What did WERD needed help with?

WERD's roadblock lay in harmonising their Amazon store with Microsoft Business Central, the powerhouse software they used for managing their business resources (known in the biz as an 'ERP' system). The catch was that there was no direct path for integration between Amazon and other systems. This meant WERD had to navigate the complex world of APIs to migrate their data. That's where they needed a helping hand.

The Solution

How did we approach it?

Cloudify custom-tailored a solution for WERD that took the hassle and human error out of their business tasks. This was achieved by automating their processes and paving a smoother path for managing tasks. In simple terms, we made it so that WERD could auto-generate invoices whenever an order was wrapped up on Amazon. This nifty solution axed manual data entry, slashing the risk of slip-ups.

But that's not all! With Cloudify's solution, WERD could easily create new customer and product profiles or find existing ones in Microsoft Business Central. This brought another level of efficiency to the table.

Let's break down how WERD used this solution to whip up an invoice and add customer information in Microsoft Business Central. Imagine you're at a busy railway station. Trains (your orders) are coming and going all the time, and you need a way to keep track of them all. Here's how WERD’s workflow functions like the station master in this scenario:

Identifying the Train: First, the client sets the system into motion. The system then starts looking for specific trains (orders) using their unique number (the order ID). If it finds that the train is already in the station (a record with the same ID), the process stops. But if the train is new and from the UK, the system makes a note of its arrival (creates a record).

Understanding the Cargo: Next, the system digs into the specifics of the train's cargo (the ordered items). It fetches this information directly from the Amazon seller account.

Itemising the Costs: The costs associated with the cargo, such as VAT fees and held VAT, are then itemised, along with the individual cargo items (order items). These become the invoice lines, like a shopping list with prices.

Identifying the Customer: The system then checks if the customer (receiver of the goods) is already in its records in Microsoft Business Central. If the customer isn't found, a new record is created.

Checking the Inventory: The relevant cargo items are then located in Microsoft Business Central. This step also includes checking if these items are available in the Amazon warehouse, using the SKUs (unique identifiers) of the products that WERD added.

Creating the Invoice: The final step is like handing over a ticket. A draft invoice with all the necessary details is created in Microsoft Business Central.

Keeping Track of Errors: If something goes wrong during this process, the system creates an error log. It's like a train conductor's report, detailing what went wrong and where, along with the data involved up until that point.

In simpler terms, WERD's system is like a thorough, detail-oriented station master, ensuring that every train (order) is tracked, every piece of cargo (product) is accounted for, and every customer (receiver of goods) is acknowledged. All this while keeping a meticulous record of any problems along the way.

The process works like this:

• Invoice creation: Once an order is placed on Amazon, an invoice is automatically created.
• Information addition: The system either finds or sets up new customer or product profiles in Microsoft Business Central.

Automations delivered - SaaS apps that helped WERD grow:

• Amazon Seller Central- For taking up orders and records of the products and customers.

• Microsoft Business Central - For creating invoices for paid or fulfilled orders on Amazon and creating/finding customers or products in the app.

The Results

After Cloudify's integration, WERD saw a significant reduction in manual data entry and errors, leading to increased efficiency and productivity.

• Using advanced API technology, WERD carried out a smooth transition of the company's data into their Amazon seller account. It was a distinguishing accomplishment; none of the other players in the industry were providing such integrations, let alone for other marketplaces. The company was pleased with this development, as it brought a new level of ease to their operations.
• WERD also noticed an opportunity to further support their client. In the realm of Amazon, two models exist: Fulfillment by Amazon (FBA) and Fulfillment by Merchant (FBM). These models involve a fee charged by Amazon for services and shipping. However, this fee doesn't appear immediately after the order is placed, leading to potential discrepancies in accounting. Addressing this issue, we added these fees to the company's invoices created in Microsoft Business Central. This step ensured accurate financial records for every transaction. It was an innovative solution in an area where similar offerings were virtually non-existent.
• We also offered the client customisation of the invoice, so we can add any kind of fee depending on the marketplace. WERD was able to take orders from any stage (if paid or fulfilled) where separate invoices could be created, providing a real-time snapshot of their financial status.