No matter how the organizational structure and business processes change, we know that we can apply these changes on Microsoft Dynamics NAV. Bürosit trusts Microsoft Dynamics NAV for two important elements of the changing economy: being able to respond to customer requests and being profitable even while giving the lowest possible price.

 

 

Bürosit, which constantly improves its product range and always wants to respond positively to different requests from its customers, thoroughly examined Microsoft Dynamics NAV when it decided to change its information technology infrastructure. Complying fully with the long term strategy of the company with its flexible infrastructure, easy adoption to changing work processes and user-friendly screens Microsoft Dynamics NAV provided significant advantages such as giving quotes in tender processes more quickly and with the desired price policy, quickly adopting to changing customer requests, tracking costs in details and effective subcontractor tracking.

Commercial Status

R&D studies related to ergonomic office seats, and important subsidiary industry of automotive sector, launched by ERMETAL Otomotiv A.Ş. paved the way for the emergence of BÜROSİT brand under Ermetal Group in 1986. Increasing its share in the market gradually, Bürosit founded its laboratory in 1994, and received GS certificate, which is a prestigious certificate in the market. Growing quickly and becoming stronger after this establishment stage, BÜROSİT moved to its new building, which is founded on an area of 10.000 m2 in 1995. The company started to obtain the concrete outcomes of its development and strength. Making investments in order to become a global actor in the fields of auditorium, cinema seats and casino seats for foreign markets, and bar stools, always expanded its production areas by founding a nickel-chrome coating facility in addition to the production of metal table legs, various metal components, plastic and metal sheet moulds. An investment was made in the facility, which was fully automated with robotic system in 2005, for the construction of a treatment facility in accordance with European Union Norms,

As Bürosit continued its growth steadily, it developed commercial relationships with more than 390 suppliers and 100 dealers with approximately 4000 active materials and product codes. The company started to open100 work orders daily on average for managing the production of 12.000 seats per month. 50% of the production started to be exported. The company decided to renew its IT infrastructure because of the problems experienced in tracking product codes and stocks as a result of the constant growth of the system, and challenges in controlling and managing commercial relationships and adopting to developing technologies,

Solution

Information technology infrastructure renewal activities started in 2006. Although their existing system was significantly compatible for the automotive sector, in which Ermetal Group carried out most of its activities, it was not very useful for a system, which can be configured according to needs of customers such as Bürosit, and can produce on the basis of orders. Also, there were some difficulties in meeting the increasing integration need due to developing technologies. Increasing difficulties in getting support services for the product accelerated the search for better alternatives. Mr. Erkan Yaman, IT Manager of Ermetal Group, stated that they met Microsoft Dynamics NAV at a meeting organized by Microsoft, and said: “We liked the product a lot during the meeting. The order based production module particularly impressed us. We talked with top management, and decided to accelerate the new system installation.”

In the selection of the new system, Bürosit’s most important criteria were:

• Order based production support
• Ease of use
• Fast adaptation of users to the system
• Easy adaptation of the system to work processes
• Local support
• Its existing technology and capacity to catch up with the developing technologies.
• User and top management reporting tools.

– Choosing the product based on these criteria Bürosit decided that among all the alternatives, Microsoft Dynamics NAV is the ideal solution for them, and started the project. As a result of the project, processes related to marketing, purchasing, production, accounting, technical service and order based production were completed  a Bürosit; accounting, sales, marketing processes at Mobsit, company, which markets the products manufactured by Bürosit, and sales, purchasing, production, accounting and project module installations were completed at Mobmetal, the company that manufactures moulds, apparatus and fixtures for the company.

 Benefits / Fast and Reliable Quotation

After increasing competition, customers often have no difficulty in finding suppliers that meet all their demands at the lowest price. Bürosit, on the other hand, uses all the capabilities of Microsoft Dynamics NAV to take into account all the demands of the customers, to make the most accurate cost estimation, to remain profitable and to give the lowest price. For example, some customers may want their seats to be disassembled due to both lower shipping costs and some advantages provided by customs laws. In this case, the disassembled bill of materials structure and the calculation of the new price used to be a half-day process in Excel files, but now these costs can be registered, analysed and a price quote can be made with a single click. Mr. Yaman said: “Especially in public tenders and urgent needs, it is a great advantage to prepare fast bids and to be able to bid even while talking on the phone.” He also adds: “We can report the costs of all products according to exchange rate and labour cost estimates in the short and medium term. “Processes that used to take 4-5 hours now take a maximum of 15 minutes, ” and emphasized that it is now possible to create cost simulations from different perspectives for all products.

Accurate Costing, Real Profitability

After configuration management, the most urgent need appeared to be the ability to actual cos information instantly. Mr. Yaman summarizes the need as follows: “Giving project based quotations is very important for us. Our customers may request chrome coated armrest on our standard seat. In this case, we need to first examine its feasibility in terms of production, then calculate its cost and prepare our price offer”. While the company used to perform these cost calculations in Excel files in the past, now the cost of an order can be tracked in the system as costs are instantly registered. It is possible to retrieve the average figures of the last closed month from cost estimations, the updated prices of the last purchase transaction, estimated EURO or USD exchange rates, last realized labour costs or prospective estimations and costs can be investigated from different perspectives. What is more, if there is much concern about profitability, a more detailed cost simulation can be made by entering the shipping type, chrome labour cost, sofa labour cost, cargo type, place to be transported. After the simulation, semi-finished products, labour, transportation and contract costs are displayed in different colours,the support is provided to make sure that a contract, which is ideal for both Bürosit and the customer is drawn up with the alternative quotations in the negotiation phase.

Ease of use

Compatibility of screens with familiar Microsoft application screens and their logic improves users’ quick adoption to the program. Thanks to this feature, which shortens the training and adaptation process, training needs are minimized after job changes within the company. “Moreover, as the screens can be easily edited by users like Excel sheets, there is often no need for reporting. Our users can get any query from the screen at the same time. This removed the reporting load on us,” says Mr. Yaman.

Easy and Fast Adaptation to Changing Business Models and Organizational Structures

Bürosit generally reaches the end user through its dealers. Dealers also receive different demands from their customers due to increasing competition and they work in partnership with Bürosit to meet these demands. For example, the dealers operating in South Africa decided to purchase uncoated products from Bürosit and cover them with the desired fabric in order to have their customers choose the fabric and then deliver as fast as the local manufacturers. It was very easy to migrate the bill of materials, pricing and ordering system to such a business model. Later, this structure was offered to other dealers and a competitive advantage was offered to the dealers.

Bürosit is now planning to make changes in its sales and marketing organization. It is planned that Bürosit, which did not involve in marketing and sales affair in the past will now carry out sales an marketing activities. Mr. Yaman says, “No matter how the organizational structure and business processes change, we know that we can apply these changes on Microsoft Dynamics NAV. In the past, top management would expect our comments on system compatibility. Now, top management is not asking for our comments. Because everyone knows that Microsoft Dynamics NAV is operating in accordance with our criteria,” and emphasized that they will quickly adopt to these changes.

Efficiency in Internal Processes

After the introduction of Microsoft Dynamics NAV, Bürosit has achieved efficiency in its own internal processes. Accounting procedures have been reduced. The number of accounting estimations and processes have been minimised by keeping detailed information on the logistics modules as much as possible.

In addition to this, import and export processes have been moved to Microsoft Dynamics NAV, and costs registered in these processes have been matched with the correct products thereby automatizing such procedures that used to take so much time of accounting department.

In addition, the fact that all data and transactions in item, customer, supplier and accounting records can be queried with dimensional logic has enabled departments to save time spent on reporting when different needs arise.

Subcontractor Tracking

It has become very easy to track material and labour processes with subcontracted suppliers, which Bürosit makes quite use of particularly for metal leg coating works, Although it was difficult and even error-prone to distribute subcontractor invoices to relevant product, thanks to Microsoft Dynamics NAV, it has become pretty easy to distribute the products sent to the subcontractor, labour provided by the subcontractors, and invoices issued to the relevant products, and track them as part of the final cost.

Easy Integration with External Systems

With the development of technology, the integration of companies with customers, suppliers and service suppliers providing support services. Thanks to Microsoft Dynamics NAV, a smooth integration process was achieved with a barcode system that monitors the traceability of the seats and warranty processes used in the company. With the barcode system, it is now possible to follow the material movements of all work orders and guarantee records with a single barcode scan.

Similarly, the payments made to the suppliers from the banks are also automatically transferred to Microsoft Dynamics NAV, and updated on a regular basis. Such automations ease the burden of the accounting department and caused noticeable decreases in overtime hours.

Customer Profile / Commercial Status

Founded in 1986, Bürosit continued its growth steadily, it has developed commercial relationships with more than 390 suppliers and 100 dealers with approximately 4000 active materials and product codes. The company started to open100 work orders daily on average for managing the production of 12.000 seats per month. 50% of the production started to be exported.

Solution

In the selection of the new system, Bürosit’s most important criteria were:

• Order based production support
• Ease of use
• Fast adaptation of users to the system
• Easy adaptation of the system to work processes
• Local support
• Its existing technology and capacity to catch up with the developing technologies.

And the top management of Bürosit decided that Microsoft Dynamics NAV is the optimum solution for the company to achieve maximum efficiency in reporting tools.

Benefits

• Fast and Reliable Quotation
• Accurate Cost Estimation, Real Profitability
• Ease of use
• Easy and Fast Adaptation to Changing Business Models and Organizational Structures
• Efficiency in Internal Processes
• Subcontractor Tracking
• Easy Integration with External Systems