Why Every Finance Executive Needs Cloud ERP

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It would be an understatement to say that finance executives have a lot of responsibilities. If you’re in charge of overseeing your company’s accounting operations, you need an ERP platform that supports accurate reporting, budgeting, auditing and tax compliance along with financial forecasting and bank account management. Tracking finances across an organization requires strong analytical capabilities, which are supported by the latest cloud ERPs like Acumatica.

Acumatica Financial Management is a full-featured accounting suite that addresses the most complex requirements for companies of all sizes. Plus, it integrates with Project Accounting, Customer Resource Management (CRM), Manufacturing Management, and other product suites offered by Acumatica. Here are some other compelling reasons why finance executives need cloud ERP to run their company’s accounting and finance operations:

More Informed Decision Making

Finance and accounting processes/systems can be implemented across an organization, increasing the insights and analytical capabilities available to you. Complete reports and dashboards provide real-time views of performance and important trends. Data can be analyzed from a centralized location, improving business intelligence. At the same time, cloud ERP lets you monitor key performance indicators such as revenue goals, profitability goals, equity and throughput. You can run recurring reports such as accounts payables aging and days-cash as well as customized reports that feature data-intensive analysis and data visualization.

Accurate Financial Records

You can use the integrated CRM, accounting and operations modules of Acumatica to track all aspects of your business as they relate to finance and accounting. In addition to ensuring regulatory and audit compliance, Acumatica supports accounts payable/receivable, payroll management, project cost tracking and tax management. It even supports multi-currency transactions and can be implemented by multi- and international companies. If multiple companies or entities in your organization are using Acumatica, each one can have their own books. Yet, each entity’s accounting systems can be quickly integrated to provide a full overview of the business.

Streamlined Operations

A centralized financial management solution lets you make well-informed decisions with fewer errors, while being able to close the books faster during each reporting period. Changes are made in real time, regardless of where—and on what device—they are made. All shared information is up to date. This provides a complete audit trail and full visibility into business operations.

Exceptional Functionality

As a finance executive, you can use Acumatica’s General Ledger to view charts of accounts and manage allocations, assets and liabilities. Accounts Receivable lets you generate invoices, collect and apply payments and track commissions. With Accounts Payable, you can manage cash flow, pay suppliers faster and improve supplier relationships.

Acumatica also automates deferred revenue calculations and lets you apply a subscription model for customers that automates recurring billing, payments and collections. Fixed asset management lets you add fixed assets from AP purchases, import a file or add items individually. In addition, Acumatica supports pre-defined and custom depreciation schedules to let you manage a wide range of assets.

The Solution to Streamlined Financial Management

Acumatica is suited for anyone in charge of managing a company’s finances. Whether you’re a Treasurer, Bookkeeper, VP of Finance or a Chief Financial Officer, Acumatica Financial Management provides complete visibility and control across your entire business.

Contact us to learn more or see a demo of Acumatica for financial managers.

The Metrics That Mean You Need Managed Services

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The time to consider managed services is when you realize you’re not getting the results you need by managing your IT yourself. How do you determine that? Assess yourself with these key metrics to determine whether managed services can help your business.

Infrastructure and Application Metrics

These metrics reflect the results you’re getting from your current infrastructure and your approach to support.

  • Are you getting the network and application performance you need? Assess performance details and performance variability, along with any user complaints about performance.
  • Are your resources under- or over-utilized, or are they appropriately sized to meet your demand?
  • Are you achieving acceptable uptime? Excessive downtime creates significant costs for your business.
  • Are your batch jobs running within their specified SLA? First make sure you’ve determined an SLA for every batch job—how long you expect it to take to run, and then determine how many batch jobs are actually completing within the required period.
  • Do you have frequent production problems? If you’re having daily, severe problems, that’s a good sign that your current approach to systems management is not effective.
  • Is your change process under control or do you need frequent, unscheduled fixes? Not only are unscheduled fixes disruptive, they indicate that routine maintenance isn’t being performed effectively.

Project Metrics

The infrastructure and application metrics reference deployed infrastructure. New infrastructure and changes to existing infrastructure happen in the context of projects. You should assess how effectively your IT is performing those projects.

  • Are projects being completed on time and within budget? Is the IT team overloaded with routine maintenance and upgrades, or are they able to handle the projects that provide business value?
  • Are the end users affected by the projects satisfied when the new technology is in place?
  • Are projects being completed with defects or with second phases necessary to complete items that couldn’t be done within the original schedule and budget? Additional phases are fine if they were part of the original plan, but if your team continually has to shrink scope to complete projects, you should explore other approaches to planning and delivering the work.

Human Resources Metrics

The IT work you can complete depends on how many IT resources you have, how skilled they are, and how long they stay with your business.

  • Do you have enough IT staff to complete the work you need done?
  • Does your IT staff have the skills needed to support the technology your business requires?
  • Do you have excessive turnover of your IT team?

User Metrics

IT is ultimately in service of the business employees and customers who use your IT resources.

  • Are the users happy with the level of technology they use or do you hear many complaints?
  • Do users receive help with their support problems rapidly or are there many delays?

To learn more about managed services and how managed services can help you improve these metrics, contact CCS Technology Group.

Additional Managed Services Resources

5 Reasons Managed Services Are Good For Your Business

Whatever Your IT Problem, There’s a Managed Services Solution

6 Big Benefits from Using Managed Services

Don’t Let Ransomware Destroy the Backups You Need to Recover from Ransomware

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Backups are the primary means a business can use to recover from a ransomware attack. It’s no wonder, then, that many forms of ransomware now attempt to destroy any backup files they encounter. Protecting your backups against ransomware is an important part of your defensive strategy.

The Ransomware Threat Against Backups

Ransomware is a form of malware that encrypts system and data files with an unknown encryption key. This encryption makes the files unreadable by their owner. The only way to recover the data is to pay a ransom and receive the encryption key or restore the files from an unencrypted backup.

Some malware implementations attempt to recognize backups by file extensions and will delete those files. On Windows systems, ransomware can detect and delete shadow copies that support file recovery. Ransomware will also attempt to spread through the network, accessing mounted file systems containing backup, and encrypt those files as well. Ransomware may even be able to reach and corrupt backup files stored in the cloud.

Ways to Protect Backups Against Ransomware

The methods to protect backups against ransomware rely on making multiple copies of backups and taking steps to make them inaccessible to any ransomware.

Make Multiple Backups

It’s a good idea to use specialized third-party backup software rather than (or in addition to) built-in backup solutions. Ransomware can’t know how to target every vendor’s backup files.

Keep multiple versions of your backups. There are good reasons for this that have nothing to do with ransomware, but if your latest backup is encrypted, you can restore an older version of your files from before the ransomware attack.

Keep Backups Inaccessible to Ransomware

There are several ways to make backups inaccessible to ransomware:

  • Store at least one copy of your backups in an offsite location.
  • Dismount backup devices after the backup process is complete.
  • Make backup files read-only, or store on write-once media.
  • Use access controls such as Windows Controlled Folder Access to prevent unauthorized processes from accessing backup files.

Note that backing up to cloud does not make those backups inaccessible to ransomware, unless the only access to the backup is via an API rather than mounting the cloud as a drive.

Test Your Backups

It’s important to test your backup files periodically to verify that the data is complete and that you know how to access it and use it to restore your data. You should conduct a full disaster recovery test at least annually and continuously monitor your backup process and address any alerts or failures.

CCS Technology Group helps businesses implement comprehensive business continuity solutions to protect against ransomware and other causes of IT outages. Contact us to learn more about implementing a backup solution that protects your backups as well as your data.

Additional Ransomware Resources

Take These Steps to Avoid Expensive Ransomware Recovery Costs

Don’t Lose Your Files to Ransomware

Ransomware 101: Keeping Your Organization Safe

4 Strategies for Smarter Inventory Control

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Inventory control affects a range of business outcomes, including profitability, operational efficiency, product quality and customer satisfaction. Despite its importance, inventory control is often neglected, perhaps due to the traditional difficulty of doing it well. With the advent of cloud-based Enterprise Resource Planning (ERP) solutions with dedicated inventory management features, this is starting to change.

Acumatica recently published a paper on the topic, highlighting four strategies for smarter inventory control: 1) Maintain accurate records; 2) Proactively plan to avoid shortages; 3) Focus on improvement; and 4) Reduce lead times and lot sizes by reducing fixed ordering costs. This article offers an overview of these strategies.

Understanding the Financial Impact of Inventory Control

Before getting into smarter inventory controls, it’s worth taking a moment to review three prominent cost impacts of inventory management.

  • Cash flow and the cost of capital—Inventory tends to use up cash, unless it’s being sold before the vendor’s bill becomes due. Most companies do not have such a fast cash cycle. Instead, inventory is ordered and paid for weeks or even months before it gets sold or incorporated into other products. In addition to diverting cash from operations or investment, inventory carrying costs show up as interest expense on the income statement.
  • Administrative costs of inventory management—Placing an order for products to be held in inventory carries an administrative cost. Someone, or some group of people, must do the work of placing the order, arranging for the purchase order, reconciling vendor invoices with purchase orders, authorizing payments to vendors and so forth. All of this costs money.
  • Storage and transportation costs—Inventory storage and logistics come at a cost, too. The warehouse facility has a cost to operate. Freight and logistics suppliers cost money as well.

Quality is an indirect, often intangible issue associated with inventory management. If a vendor ships defective inventory, that creates an administrative burden for returns and refunds. If customers receive defective merchandise, that magnifies the admin problem and adds customer relationship problems to the mix. Generally, the longer inventory sits on the shelf, the harder it becomes to locate the defective goods.

Strategy #1 – Maintain Accurate Records

Record-keeping is essential to effective inventory control. This is a well-known fact, but it’s still surprising how challenging it can be to implement good inventory records at many companies. The culprit is often systemic in nature, with manual processes and re-keying of inventory data from one system into another, e.g. from a warehouse management solution into ERP. Alternatively, record-keeping falls apart due to physical/digital handoffs. For example, if the warehouse receives a shipment of inventory and then places it on multiple shelves, the storage locations may get lost, or at least not tracked, by any central system. Accidental, unnecessary reorders or unawareness of defective goods may result.

Strategy #2 – Proactive Planning

Proactively planning for replenishment is a wise practice in inventory control. But, when is the right time to replenish? This is a simple but highly challenging question to answer. At stake are issues like the business risks of running out of an item, which can affect production and customer satisfaction. Per-unit costs, which may go up in smaller orders, can be a factor, as well as shipping lead times, shipping costs and so forth. Learn more about measuring warehouse productivity.

Material Requirements Planning (MRP) software offers a solution that enables proactive planning. It calculates replenishment quantities and optimal order timing—in alignment with the master production schedule. Distributors can use comparable Distribution Requirement Planning (DRP) tools. Both types of software work from a sales forecast and work backward in time through the distribution network (DRP) and Bill of Materials (BOM).

Strategy #3 – Focus on Improvement

Innovations in inventory management software also make possible an ongoing focus on improvement. Businesses that are successful at inventory control seldom sit still. They are always looking for ways to get better at the process. Plus, the dynamics of the business are always in flux, so the inventory control approach that worked last month may longer be optimal. Software for inventory control enables users to improve their inventory accuracy. Users can also get better at forecasting replenishment quantities and reducing order lead times.

Strategy #4 – Reduce Lead Times and Lot Sizes

The ideal inventory order lead time is zero. The instant the item is needed, it shows up on the shop floor or in the distribution warehouse. Of course, zero lead time doesn’t happen, though software can get a company pretty close. “Just in time” or same-day delivery of needed inventory are now common. The challenge is to predict variability. One day, a company might need 10 units of a particular SKU. The next day, it will need 12. If it orders 12 every day, it will start to accumulate a backlog, with carrying costs and all the other problems that come with inventory.

Control Your Inventory With Cloud ERP Built for Distribution

As these four strategies suggest, software and data analytics capabilities are at the heart effective inventory control. Making fast, smart decisions about inventory—and leveraging technology to automate inventory management processes across multiple systems, is only possible with the right software tools. Acumatica Distribution Edition embodies these capabilities. We have extensive experience working with companies on the implementation of Acumatica for inventory control. To discuss how this technology could benefit your business, or to see a demonstration of Acumatica’s inventory control features, please reach out to arrange a meeting.

Two-Factor Authentication Has Vulnerabilities as Well as Benefits

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Achieving information security is a never-ending challenge as bad actors find ways to get around every new protective layer. Like all other information security technologies, two-factor authentication can be bested by a determined intruder.

Two-Factor Authentication Means Users Need More Than a Password

The idea behind two-factor authentication (2FA) is that passwords by themselves are relatively weak security. Instead of users needing just a password, they need to prove their identity in two different ways. These ways include:

  • Something you know, like a password.
  • Something you have, like a cellphone that can receive a single-use token.
  • Something you are, like your fingerprints or retinal scan.

It’s important to note that a password plus security questions is not an implementation of 2FA; the security questions and the password are both “something you know.” In effect, the security questions are simply secondary passwords.

Two-Factor Authentication Is Vulnerable to Attacks

Although 2FA adds an extra layer to security, that doesn’t make it invulnerable. There are several approaches a hacker can use to get past it:

  • SIM hacking. In this approach, the bad actor effectively takes over the phone number of the mobile device used as part of the 2FA. This enables them to receive the single-use tokens and login.
  • Phishing. Phishing can direct users to malicious sites where single-use passwords are captured. A hacker watching the site in real-time can use the token to access the targeted site before the token expires.

Making Two-Factor Authentication Effective

These vulnerabilities don’t mean that you shouldn’t use 2FA to increase the security of your systems, but it does mean you need to be smart about how you implement it.

In particular, there’s an implementation of 2FA that is not vulnerable to SIM hacking or phishing. Instead of a user providing a token that was sent to them, this implementation requires a hardware key to be plugged into the user’s device. Because of the extra cost and potential inconvenience, this may be most appropriate when you have highly sensitive data to protect. It’s also important to note that at least one version of a hardware key was itself found to be improperly implemented and vulnerable to attacks.

Two-factor authentication should also be integrated into an effective overall information security strategy. Employees need to be trained to detect and avoid phishing emails. Your infrastructure should include firewalls, blacklists, filters, and other controls that help protect employees and their credentials from dangerous sites.

CCS Technology Group provides comprehensive information security services that protect your valuable data. Contact us to learn how to use 2FA as part of an effective information security solution.

Additional Information Security Resources

Everyone Is a Participant in Information Security

Discover the Dangers of the Dark Web

Different Kinds of Malware Need Different Kinds of Defenses

Key Questions to Consider When Migrating Data to the Cloud

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There’s a lot to think through when planning your cloud migration, including many aspects that are easy to overlook. Data is too obvious to be missed, and because it’s so important, you should expect to spend a significant amount of time thinking about the best migration strategy.

There are a number of questions you should ask yourself before migrating any data set to the cloud:

Do we need this data set?

Much data in any business is duplicate data that’s no longer needed, such as copies of data created for development projects that are complete. You may have multiple datasets housing customer information that could be combined. Some data may be old and rarely needed; consider migrating it to an archival storage tier instead of expensive, fast storage.

Do we need this database?

Distinct from the data itself is the database it’s housed in. Some data is stored in conventional SQL databases and you may want to migrate directly to that vendor’s cloud version. Other data is stored in homegrown systems and cloud migration may present an opportunity to transition to a supported platform. For some data, this might be the time to try out a NoSQL database.

Do we need this data model?

You may need the data and the database, but you may not need it in its current format. The data model may no longer serve your purposes, or the data may be incomplete, inconsistent, or incorrect. Depending on how well it fits your needs and the time you have available before migrating, you may want to invest in a database clean-up or redesign project.

How big is the data?

The size of your data determines how practical various data transfer methods are. For truly large databases, copying the data to another drive and physically shipping the device may be the only way to complete the transfer within reasonable time.

How do we validate the migration?

Once you’ve transferred the data, you’ll need to verify that it transferred completely and without any corruption. In addition, you may need a way to sync the migrated data with any changes that were made after the transfer process started. You’ll need to validate that process as well.

How do we protect the data?

Cloud increases the potential for third parties to access your data, whether by the cloud provider’s employees, hackers who access the malware, or accidental exposure of data to other users of the shared resources. All data should be protected both at rest and in transit to reduce the risks. Investigate how to implement this and whether you or the cloud provider will have control of the encryption keys. Learn about ways to keep your cloud secure.

Get help getting your data to cloud with cloud services from CCS Technology Group. Contact us to learn how to think through the important data migration questions and develop a strategy that succeeds.

Additional Cloud Resources

Calculating the ROI of Moving to the Cloud

Choose the Right Cloud Model to Meet Your Business Needs

Choose the Right Approach for Moving Applications to the Cloud

Is the Dark Web All Bad?

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Dark Web: (noun) – Part of the world wide web that is only accessible by utilizing special software, allowing users and websites to remain anonymous or untraceable. It exists on an encrypted network that uses masked IP addresses to maintain anonymity for users and site owners. This way, people who use the Dark Web for illegal purposes can’t be traced.

As you can see by the above definitions, the Dark Web can be a shady place where illegal transactions take place. Things like drugs, guns, counterfeit money, and credit card numbers can all be found, bought, and sold.

Chances are that if your business has been hacked, some or all of the stolen information is for sale on the Dark Web. This is why small to medium business owners need to make sure their security software is regularly updated against new and stronger threats.

But is the Dark Web only used for bad things? Surprisingly—no. It is estimated that only about a third of the people who visit the Dark Web do so for illegal activities.

Before we go any further, I’d like to bring up a little more info on the Dark Web and some of its misconceptions. Did you know that the internet you use every day is actually just the Surface Web? Also called the Common Web, Visible Web, or the Indexed Web, it is just the portion of the web that the general public has access to. We assume that it is the majority of the internet because we’ve labeled it the world wide web, right? Well, the Surface Web is only about one-third of the entire internet. Everything we have access to is, in reality, just the tip of the iceberg.

Underneath the Surface Web is the Deep Web. Also called the Invisible Web or Hidden Web. It is a portion of the world wide web whose contents are not indexed by standard search engines. 99% of the information on the Deep Web cannot be found through search engines like Google or Bing.

But are there positive aspects to the Deep Web and Dark Web?

The U.S. government uses both the Deep and Dark Webs to keep open channels to countries that are ruled by oppressive dictators, in case citizens of those countries want to send out news stories or ask for help. Media outlets, like the New York Times, host portals that allow people and whistle-blowers to send in news tips, anonymously.

That anonymity helps give people who are in bad situations or have no one in their lives to talk to, a means of expression and channels of help. There are groups for survivors of abuse that allow victims to name their abusers and also to get support from other survivors. There are groups for people with every type of addiction, anything from food, drugs, to gambling. Some countries punish their citizens arbitrarily, for such reasons as sexuality or religion. The Dark Web offers opportunities for people to create communities where they can share stories and tips or plan to meet in person.

You can even join a chess club and play with people from all over the world. There are chat rooms, dating sites, and gaming forums where you can talk about anything, anytime, without the fear of being monitored. People can freely share their feelings, express their challenges and even find help from these groups.

Freedom of expression is alive and well in the crevices of the Dark Web. If you’re an artist, you can share your passion with people who truly enjoy creativity and self-expression. The same goes for writers, poets, and musicians. There’s even a site where origami lovers post their beautifully folded ornate creations, and some of them are so intricate it’s hard to believe they started as a flat piece of paper.

You’re probably thinking, “With all the negative and scary stuff on the Dark Web, I’ll never even try to access it.” You want to stay safe and keep away from it, right? Well, sorry to tell you, but some of your daily excursions on the internet already access part of the Deep Web, and even the Dark Web, because of the anonymity they provide.

For example, your company’s intranet is on the Deep Web so search engines cannot see it. There are sites you may have joined that exist behind pay-walls or require special registration. Many databases and webmail pages are also tucked away below the Surface Net, so your personal information is not exposed.

If you belong to a Facebook group—guess what? Yes, that group is on the Deep Web. Otherwise, anyone can search for that page, read the posts, and request to join. If you use online banking, that information is also on the Deep Web. Sites that host medical information and legal documents are hidden there as well. As you can see, there is a need for the Deep and Dark Webs because of the security they offer.

If you choose to go to the dark side of the web, be careful. You just might find something beautiful, or you could accidentally stumble upon the worst aspects of human nature. Like everything else the world has to offer; when you’re exploring, be safe.

Get a Dark Web Scan to Identify Your Vulnerabilities

What you don’t know will hurt you. A Dark Web Scan can uncover if your data is for sale, and tell you if your personal or business data may be at risk.

Additional Dark Web Resources

Discover the Dangers of the Dark Web

What is the Dark Web and Why Should We Care?

Passwords – Outdated and Dangerous, But Necessary?

Passwords – Outdated and Dangerous, But Necessary?

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Here’s a quick test – what do these seemingly random alphanumerical groupings have in common?

  1. 123456
  2. password
  3. 123456789
  4. 12345678
  5. 12345
  6. 111111
  7. 1234567
  8. sunshine
  9. qwerty
  10. iloveyou

That is a list of the top ten passwords used in 2018. Recognize any of these? If you don’t, you’re not necessarily in the clear, but your chance of becoming compromised or hacked is far less than someone who uses one of these passwords. If you do recognize these, you’re certainly testing your luck.

These days, creating and remembering passwords has become increasingly more challenging. If we had only one device that required a password, we could probably manage it quite easily. But with every device we use, most programs we need to do our jobs, and sites that require you to change your password every few months, it is estimated that the average person must memorize up to 191 different passwords. No wonder we often choose to take shortcuts!

The problem is over 80% of hacks are due to compromised credentials, otherwise known as stolen username and password information that are often traded on the Dark Web. In fact, in one month alone in 2018, Microsoft blocked 1.3 million attempts to steal password data, which would have led to dangerous phishing attacks, and other hacking attempts.

These harrowing statistics are why you hear the recommendations:

  • Never use the same password twice (IT Managers report 73% of all passwords used are duplicated in multiple applications, opening up multiple avenues for attack)
  • Never write down your passwords
  • Never share your passwords with anyone else
  • Never use real words or known information about yourself in your passwords
  • Avoid commonly used passwords (50% of all attacks involved the top 25 most used passwords)

Pay attention to that last stat: 50% of all attacks involved the top 25 most used passwords. See what we meant when we said if you recognized anything on that list you’re testing your luck?

Following all these rules and regulations, you’ll end up with passwords that are about 16-characters long, impossible to memorize, and, unfortunately, are still completely hackable (much more difficult, of course, but where there is a will, there is a way). So, what do we do now?

Password Manager

The first shortcut is a password manager. You can store all your passwords in one place. This makes remembering all your passwords much easier, but there you’re not out of the woods yet. The password manager is also protected by a password. If you’re utilizing a software like this, make sure that this password is especially complex, so that hackers aren’t even tempted, especially in the case of a brute force attack. If possible, turn on multi-factor authentication, especially on your password manager.

Multi-factor authentication

Many sites utilize multi-factor authentication. This extra layer of protection connects to your phone, email, or other authentication source, rather than relying solely on a password. We recommend enabling multi-factor authentication wherever possible. The only caveat here is make sure your secondary authentication source is equally secured with a strong password. No sense in double protecting yourself with a wide-open source.

Random Password Generators

These sites come up with secure passwords for you, but are typically a random jumble of letters, number, and symbols that are darn near impossible to memorize. If you’ve got a strong memory, this might be a good starting point, but if you’re like most of us, this may be more challenging than it’s worth.

How to craft the best password

Use a “Password Phrase” in place of random letters, numbers and symbols. Create something that’s easy for you to remember, but has no meaning to anyone else. For example I<3Fh@ck3rs43v3r!. Breaking this down, you get:

  • I –                  I
  • <3 –               Love
  • F –                 fooling
  • h@ck3rs –   hackers
  • 43v3r –         forever

This would be easy for you to remember because you understand the phrase, but difficult for a hacker to decipher because it’s not made up of real words. There’s no time like the present to get started and change your easy-to-hack passwords to something safer, because it’s always better to be safe than sorry.

Work at creating passwords that will be difficult to hack. Make sure to change them regularly. Never write them down, (especially on a Post-it Note stuck to your computer!). But most of all, make passwords an important part of your life. Don’t consider them a nuisance or a thorn in your side. Make a game out of creating passwords. Challenge yourself to be more creative each time you create one. Beat the hackers at their own game by making your password too time intensive to try and crack, and you’ll reduce your chance of your information showing up on the Dark Web.

Worried about your information already being available due to past weak password use?

If someone breaks into your home, you can usually document what’s missing so the police can track it down. This isn’t as easy with data. A dark web scan can reveal what information may have been exposed to help you take actions to correct course. Register for a dark web scanand we’ll run a scan that reveals your vulnerabilities.

What Types of Software are Helpful for Growing and Large Businesses?

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The role of software in business has evolved from “what’s that?” to “nice to have” to “have to have” to today’s essential truth, which is that software is the heart of the businesses. It’s hard to imagine a business of any size or substance operating without multiple types of software running across the organization. The software industry has responded, offering a wide range of options for companies of different sizes. There are small business software packages, solutions for mid-sized companies and enterprise-scale applications.

If your business is growing, and we hope it is, what types of software are helpful as you grow? Having worked with many clients whose companies were in growth cycles, we have found the answer to this question is far from simple.

First, a growing company needs software in all of its operating areas. It needs Customer Resource Management (CRM) and sales management software in its sales and marketing departments. It needs HR software in HR. Accounting needs accounting software. Most businesses also typically need Enterprise Resource Planning (ERP), distribution management, field service management and warehouse management. It needs a relational database management system (RDBS) along with data visualization and reporting tools. These needs are in addition to desktop operating systems and productivity (e.g. Microsoft Windows and Office), file storage solutions and phone systems (VOiP) as well as any number of IT management solutions for running data centers, helpdesks, disaster recovery and on and on.

As you might see, a growing company needs a lot of software. The big issue, however, is management. For every piece of software, there needs to be (or should be) someone, or a team of people, responsible for supporting and maintaining it. In a large enterprise, there can dozens of people assigned to maintain a single application. There will be people tasked with keeping it running, securing it, backing it up, updating it and so forth. Software admin can be a costly, people-intensive area of a business. A poor choice of software tools can compound admin requirements.

Should you move to the cloud, with all this software? The maddening answer, as is so often the case in IT, is “it depends.” No two companies have the same cloud vs. on-premises dialogue. Sometimes, the best move is to leave an existing on-premises solution where it is. However, new cloud solution options are making the whole “should we move to the cloud?” discussion a lot clearer and simpler. With the advent of comprehensive cloud ERP solutions like Acumatica, it is now possible to run a wide spectrum of business software in a cloud/Software-as-a-Service (SaaS) model.

Acumatica is modular, with the ability to add functions like CRM and HR as needed. As cloud software, it can scale in huge increments, on demand. Admin requirements fall precipitously as the supplier’s admin staff takes over many of the laborious processes you used to have to do yourself. Without a solution of this type, growth will cause you to go through painful upgrades to software as you inevitably outgrow your earlier generation of business software.

If your business is growing and you want to think through the best software solutions to enable the smoothest possible expansion, let’s talk.

Additional Resources

Why Growing Companies Need ERP Software

How ERP Software Can Save Your Business Money

How ERP Software Solves Your Business’s Top Financial Management Challenges

Top Reasons for Installing a Warehouse Management System (WMS)

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It seems as if, for years, the warehouse was the site of rusting steel shelves and low expectations. Things have really changed. Today’s warehouse is an operational center, where customer-facing strategies come to life with services like same-day delivery and automatic stock-out notifications. These changes have not arisen out of nowhere. Competition from online businesses and customers’ demand for seamless, omnichannel experiences have transformed the warehouse. So has software. Warehouse Management Software (WMS) makes possible many of the innovations that put warehouse operations into your strategic planning toolkit.

With that in mind, here are some reasons to consider adding a WMS to your business.

  • Streamline processes—A WMS systematizes warehouse workflows like picking and label creation. The results include a reduction in errors and improvements in warehouse worker productivity.
  • Automate warehouse operations—With a WMS, you can automate operational processes and routines packaging, PO receiving, putting away, merchandise transfers and physical counts. The latter is accomplished with integrated barcode scanners. Customized workflows and forms eliminate the risk of people skipping important steps. They can also cut down on employee training costs.
  • EDI integration—Many suppliers still use Electronic Data Interchange (EDI), so it’s a good idea to be compatible with this mode of company-to-company order processing. A WMS should enable full EDI compliance, including the 856 Advance Ship Notice (ASN) standard. This makes it possible to use EDI to electronically communicate order and shipment details.
  • Track lot and serial numbers—The WMS gives you the ability to stay on top of serial numbers and lot numbers. They get scanned and then printed on the pick list and packing slip. This way, there is never a mistake about what was picked and shipped.
  • Operate hands-free—A WMS like Acumatica’s provides a pre-printed smart scan sheet that lets warehouse employees interact with the system using only their scanners. This is useful for people who have to wear gloves on the job. Scan sheets might include commands like “complete shipment,” “next/previous box,” and “remove item.” In addition, the sheet may contain audible and visual indicators as well as warnings that offer instant feedback if the wrong items are picked and so forth.
  • Generate useful operational data—The WMS can create data that’s useful for managing the overall business. For example, a WMS can report on on-time shipments, stock-outs, or “shrinkage” that might reveal a problem with theft. Warehouse managers can use data visualization and reporting to stay on top of the warehouse in real time.

Acumatica WMS is a module of the software’s Distribution Edition. As a part of the Acumatica system, it can easily integrate with your company’s ERP, finance, field service management and other software applications. Such integration helps make the warehouse a core part of business operations. It can also integrate Acumatica Commerce Edition. This helps you manage advanced warehouse functions for wholesale, manufacturing, retail and other businesses.

We have worked with many companies on the implementation of Acumatica WMS. If you would like to see a demo or learn more about how Acumatica WMS can benefit your business, let’s talk.

Additional Distribution Resources

Digital Transform in the Distribution Industry and How Cloud ERP Can Help

Looking at 2020 Distribution Industry Trends with ERP in Mind

Benefits of ERP Software for Distribution Business Management