Vietnamese businesses increasingly towards digitizing finance , management, ERP (Enterprise Resource Planning) become a critical tool to merge data , process automation. With the goal to help leaders make decisions quickly , reduce operating costs, mastering how to use the ERP system not only is manipulation techniques but also the strategy operated switch. This article — written in the perspective expert operation management number — provides practical guide, accessible for businesses are understanding construction accounting solutions.
1. The nature , definition of ERP system
What is ERP — a look from the corner of the admin
ERP is a software platform integration, helping to link the active core of the business (finance, accounting, purchasing, sales, warehouse, production, hr,...) on a generic data source. Instead of operating multiple systems discrete ERP data set on a “source of truth” single, reduced false, shorten processing time , create conditions for instantaneous reports.
ERP implementation is a life-changing operation, not only software installed
ERP implementation is the re-structure the way businesses operate: standardized process design, workflow, assign , change work habits. Therefore, the success of the project depends not only on the software but also on people, process , capacity management change.
Strategic benefits when ERP application
- Standardization & optimization process: remove handcrafted, automatic work-flow, reduction in processing time of orders / receipts / vouchers.
- Decisions based on data: the report focuses, updated almost in real time, to help leaders be accurate picture of liquidity, inventory, profit according to each channel.
- Increase productivity & reduce risk: Reduce the error due to input manually, increase the performance of personnel.
- Scalability & integration: easily open the add module (CRM, WMS, BI) as business development.
- Optimal long-term cost (ROI): When properly implemented, ERP can bring financial benefits markedly through saving personnel, reduce excess inventory , increase sales effectiveness.
Read more:
2. Prepare for deployment using systems ERP — checklist details
This is the foundation that determines the rate of success of the project. Here are the steps of preparing fact, can be used as a checklist before embarking on implementation.
Determine the objectives, scope, KPI project
- Set specific goals: reduce the time ledger? inventory reduction safe? automate invoices?
- Definition the original scope (module required) , the section “back” to stage 2 to avoid shaking the project scope.
- Set KPI measuring the efficiency (for example: application processing time reduced by X%, errors, and data entry, reduce Y% time reporting administration to withdraw from Z day at N hours).
Survey the current status & optimization process (process mapping)
- Redraw the current procedures of the departments (sales → warehouse → accounting → fall/chi).
- Analysis points obstruction, step excess, the point of the intersection between the parts.
- Standardized processes before being put into ERP: if the procedure is in clutter, be standardized before configuring the system.
Solution selection , implementation partner
- Preferred vendors have experience in the same discipline (manufacturing, retail, service, etc.).
- Rated capacity partners through case study, document, deploy, support staff , policies, SLA.
- Request demo real situations (use-case) related to the accounting of your business.
Established project team, internal
- Select the core group (project owners) represents sales, warehouse, accounting, IT, production.
- Assigns clear: who is the Product Owner, who is responsible, data, ai management, testing, UAT, who coordinated the training.
- Route planning meeting periodically , rules, decisions.
The draft budget for the entire lifecycle
- Calculate not only the cost of copyright / settings that the cost of deployment, integration, training, maintenance , upgrades.
- The room cost for the tweak after go-live , for the integration (for example: connect printer invoices, payment gateway, API partner).
Planning data migration (data migration)
- Set the data item to move: product catalog, customer, supplier, tables, accounting, and inventory.
- Cleaning data: standardized name, item code, unit; remove garbage data/duplicates.
- Design process check data quality (data validation) before load.
Plan change management (change management) , training
- Construction training program according to the role (user guide abridged, video demo, session practice).
- Channel-set internal support , with suppliers during go-live.
- Internal communication to explain the benefits help increase the adoption rate of the user.
Testing & preparation to go-live
- Perform test integration (integration test) , test the user acceptance (UAT).
- Preparation process rollback , backup before moving on to operating official.
- Planning go-live in stages (pilot → extensions) if big business/inventory complicated.
3. Instructions on how to use the ERP system Details
After the business completed the preparation phase , implementation, the most important step is to operate the extraction efficiency using the ERP system. At this stage, users need to understand how to enter, manipulate, standardized data extraction the analysis tool to achieve the goal of financial management – accounting comprehensive.
Step 1. Log familiarize yourself with the System interface
When visit ERP, users often start from the login screen, where the login account , password issued by the administrator (Admin) provided. This is also where security authentication before access to the system internal data of the business.
After successful login the main interface display consists of two main parts:
- Panel (Dashboard): Displays the overview of the index of important activities such as revenue, profit, public debt, the situation inventory or the chart in real time.
- Menu bar (Navigation Bar): Usually located on the left or on the side, and contains the management Module (accounting, Warehouse, Sales, hr, Production...).
Business should customize the Dashboard to suit each user role:
- Accounting quick view window fund receivables/payables.
- Inventory management track export, import, inventory.
- Chief financial officer (CFO) tracking profit and loss statement general.
Tip: With the modern ERP system as AccNet ERP, users can “drag and drop” or “pin fast” reports often use the up Dashboard, help, convenient operation , saving considerable time.
Read more:
Step 2. Standardized Data & set decentralizing Management
Here are two core elements to ensure using the ERP system operating stability, security , accuracy.
Standardized Data
- Build rules to enter data consistency (for example: item code must contain 6 characters, all caps; the client name does not contain special characters...).
- Cleaning old data before entering the system: remove duplicate data error or no longer in use.
- Set up your portfolio standards (code, code repository, code, account code staff) to avoid bias when data link.
Decentralized Management
- Admin determine the right view, add, edit, delete of individuals or departments.
- For example, sales Staff can create orders, but not allowed to edit windows accounting; the accounting department has the right to approve vouchers.
- The mechanism of this right just data privacy, medium to help businesses control clear responsibilities , limiting mistakes.
Step 3. The Basic operations in ERP
An ERP system effective to allow user manipulation easily and quickly. Below is group manipulations popular that any employee also need to master:
- Create new (Create): For example, to create bill of sale, receipt, accounting vouchers. After entering the information, click “Save” (Save).
- Edit (Edit): Update the data when there are changes, for example change of address customer or adjust the number of rows.
- Delete (Delete): should Only apply to data, test, or flaws not yet arisen professional.
- Import/Export data (Import/Export): allows To handle bulk data through Excel file or export a report to PDF/Excel service audit.
Practical example: The accounting department can publish the entire ledger or report VAT from AccNet ERP with just one click, saving you hours of data entry manually.
Step 4. Extraction Workflow (workflow)
Workflow is the “backbone” of a modern ERP system. It helps to automate the process, ensuring processing flow, work transparency , reduction depends on the person.
For example in module inventory Management, workflow may include:
- Purchasing department to create “receipt”.
- Storekeeper check, confirmation of the fact.
- Inventory accounting approval , recognition of the value of goods.
ERP automatically notified every step via email or dashboard, help departments collaborate seamlessly.
The greatest benefit: Workflow standards help businesses reduce 40-60% of the time processing vouchers, while significantly reducing errors when transferring information between the parts.
Step 5. Report, analyze , adjust
ERP not only store data but also help to analysis and decision support.
- Quick report: the System provide available sample reports such as sales per month, the cost of production, the balance sheet...
- In-depth analysis: allows users To create custom reports (custom report) according to own criteria.
- Visualization of data: Data is shown by the chart, heatmap, or dashboard to help leaders, easy-to-follow business trends.
Business should periodically compare the results before , after ERP implementation to assess the actual efficiency, from which adjust internal processes.
Step 6. Integration & operational Support
An ERP system efficiency can not “stand alone”. It should integrate with the software , other platforms:
- CRM (customer Management): to sync customer data , contracts.
- SCM (supply Chain): help update the situation of raw materials, production , delivery.
- WMS (warehouse Management): to optimal export – import – survive.
- Electronic invoice / Registration number: to connect directly with the tax authorities.
When there is a problem, the business should maintain channel 24/7 technical support with suppliers to ensure the system is always ready , and safe.
4. The ERP Module Specialized for Manufacturing Enterprises
For manufacturing enterprises, ERP not only is accounting tools which is also a platform to help manage the lines, materials and plant productivity. Here are the important modules:
Module Production Management (Production Management)
ERP split manufacturing operations into two parts:
The Office (production planning)
Manage the business:
- Production planning: according to the orders or forecast demand.
- Management resources: machines, workers, work shift.
- Order production: released, track progress , status.
- Bill of material (BOM): management in detail each stage of production.
The factory (manufacturing execution)
Often designed exclusively for Tablet devices or Mobile, help, real-time monitoring at the workshop:
- Track capacity, condition of machinery.
- Recorded output , alerts when there are abnormal.
- Quality management product and production environment.
For example: With AccNet ERP, data from the plant is immediately updated into the accounting system, help with finance department to grasp the actual cost, price , productivity each makes.
Learn more:
Module Inventory Management (Warehouse Management)
The warehouse area is critical of all manufacturing enterprises. Using ERP system helps to digitize the entire process inventory, from the import – export – inventory to determine the goods.
The main features include:
- Manage warehouse import / export warehouse: according to each item, batch or serial number.
- Track the location of goods: ERP allows to determine the exact location of goods in warehouse with just a few taps search.
- Management areas / shelves: help sort of scientific goods, reduce confusion.
- Automated inventory: - integrated barcode scanner (barcode) to help test quickly.
Benefits: inventory reality is synchronized continuously with the ledger helps to avoid disparity data , reduce risk and losses.
5. Principles & experience using ERP efficiency
ERP implementation is not only install the software, which is a process to change the way to operate , thinking, management of the business. To the ERP system to maximize value, businesses need to comply with a number of core principles , drawing experience from actual successful deployment of the business go ahead.
Clearly define the goals , scope development
Before you start, enterprises need to answer the question: “our goal when deploying what is ERP?” — Financial management tighter? Control the production process? Or navigate to automate the entire process? The clearly defined goals help choosing the right solution , avoid rambling range, ensuring investment resources to bring concrete results , the measurement is.
Standardized internal processes before digitization
ERP can't operate efficiently if the internal process is still fragmentary or depend too much on people. Therefore, before deployment, enterprises should:
- Whole reviewing existing processes,
- Remove the step redundant or overlapping,
- Establishes standardized input data (code, customer code, account code...).
This is the background important how to use ERP system to operate smoothly , create accurate data analysis service.
Select implementation partner has the experience , understand the industry
ERP is the solution complex needs unit deployed to understand the peculiarities industry (manufacturing, trade, services, construction,...). A partner rich experience will help your business:
- Consulting, process optimization,
- Proposed system configuration is suitable,
- And companion in the process of commissioning – training – maintenance.
This is the deciding factor ERP is really appropriate , develop effective long term or not.
Guarantee commitments of leadership
ERP not only is the project of the IT department or accounting — which is a project of transformation the organization. The commitment of the leadership in decision-making, budget levels, promote personnel comply with the new process is the key to success.
Training , change thinking user
One of the reasons that using ERP system failure is the employees do not understand , do not want to use the system. Therefore, the training , internal communication is required. Businesses should:
- Organization practice guidelines by role
- Provide material, videos, illustrations,easy to understand,
- Explain the specific benefits for each department to motivate use.
Monitoring and Evaluation – continuous Improvement
After commissioning, the system should be evaluated periodically to detect errors, points of congestion or processes not yet optimal. ERP is the tool “live”, as is improving regularly, it more closely reflects the actual operation of the business.
6. ERP solutions for manufacturing , accounting – AccNet ERP
With manufacturing enterprises are looking for solutions, ERP accounting integration, AccNet ERP is reliable options:
- Deep integration between accounting – manufacturing – warehouse, help automatic data link, no need to enter manually.
- Manage bill of material, cost, price , inventory in real time.
- The intuitive interface can operate on the computer, tablet or phone.
- Financial reports automatically compiled from data production, help CFO , director of production decisions quickly.
- Training support, maintenance , upgrades periodically, in accordance particular enterprise.
When the data become “gold assets”, the deployment of ERP no longer is the choice that is the inevitable demand of modern business. However, success doesn't come from running according to the technology, which from choosing the right solution for a particular business oriented long-term development.
AccNet ERP is one of the ERP solution in Vietnam, developed by Lac Viet – business pioneer in the field of accounting software , management. AccNet ERP is not just software, which is the management platform of comprehensive business help standardize the process – control costs – increased operating efficiency , ready to open wide scale.
If your business is in a stage of restructuring or preparing to switch numbers, let's start by taking surveys , deployment how to use the ERP system a strategic way. And AccNet ERP is the solid start to create modern business, transparency , operational intelligence in the era of data.
CONTACT INFORMATION:
- ACCOUNTING SOLUTIONS COMPREHENSIVE ACCNET ERP
- 🏢 Head office: 23 Nguyen Thi huynh, Ward 8, Phu Nhuan District, ho chi minh CITY.CITY
- ☎️ Hotline: 0901 555 063
- 📧 Email: accnet@lacviet.com.vn
- 🌐 Website: https://accnet.vn/
Theme: