Case studies

Created in 1980 to get better prices from manufacturers, BPG is a network of golf shop professionals. By grouping the purchases of its 125 members across eastern Canada, BPG offers good value on its products to all golfers.

BPG buys from golf equipment and clothing manufacturers and sells to pro shops at golf courses. According to Martin Boucher of BPG, “We could not expand across the country and expect to triple our sales volume without the help of FSI.”

What was their challenge?

Before they came to FSI, BPG had several people handling their accounts payable between March and September. It is not easy trying to find personnel who can work full-time for only four (stressful) months a year.

The owners of Boutiques ProGolf turned to FSI for help. Our solution helped BPG reduce their Accounts Payable department to one person.

What was the solution?

EDI suppliers

FSI established the 810 transaction (Detailed Invoice) and coordinated testing with each EDI supplier.

FSI charges BPG for each EDI transaction and for network usage at preferred rates. Suppliers are billed directly for failed EDI transactions due to supplier error. Emails regarding failed EDI transactions are $5 each (up to 10 error reports per email).

Non-EDI Suppliers

For suppliers that are not EDI compatible, FSI provides the exAct® software at the purchase price of $15. The supplier can either manually enter their invoices, integrate exAct™ into their accounting software or ERP, or FSI can do it for them. The software module sends the invoice data to FSI where it is converted into the format that BPG requires. Files are transmitted directly to BPG where they are imported into their accounts payable system. FSI bills each supplier for each invoice at no additional costs to BPG.

Faxed and emailed invoices

For suppliers who cannot use the software (no Windows-based PC, no Internet access, etc…) they can fax or email their invoices to FSI. Using optical character recognition technology (OCR), FSI captures the data and delivers it to BPG in the format that they require. FSI bills each supplier for every invoice by fax or email as well as a processing fee for the manual data entry.

CDMV is a Quebec-based distributor of veterinary products. They order products from a number of pharmaceutical and healthcare manufacturers. Most of their suppliers are EDI-compliant, therefore they require that their customers use EDI to order products. CDMV did not have an EDI system so they turned to Faxinating.

CDMV could only supply Faxinating with printed purchase orders directly from their accounting system, however, this setup was sufficient for the FS Printegrator service.

FS Printegrator

Instead of printing purchase orders, CDMV used the FS Printegrator print option, which shows up in their list of installed printers in their accounting system. The user is able to transfer the file directly to Faxinating.

Once Faxinating receives the file, the data is extracted, logged, verified, and sent to the supplier as an EDI purchase order.

The benefit of using this type of EDI outsourcing is that Faxinating handles all aspects of the EDI relationship – from the new setups, to standards changes, to VAN migrations. CDMV is not impacted by the typical aspects of EDI relationship management.

For more information or to schedule a free demonstration, contact our sales team at 1-800-282-6283 Ext. 232.

Benefits

CDMV is able to send their orders without having to implement or manage EDI. Their trading process is efficient, timely, and very cost-effective.

Allflex reached out to Faxinating Solutions because they had a lack of integration between their ERP accounting package and their EDI-compliant trading partners.

Since most of Allflex’s buyers are EDI-compliant, they need to support the reception of EDI Purchase Orders within their system. However, they weren’t sure if they wanted to host their own EDI system in-house. They knew that supporting EDI could be problematic (standards constantly changing, the hardware and software requirements, software bugs, VAN costs) so they decided to outsource to a third-party.

EDI Outsourcing Service

Allflex’s main requirement was to receive EDI orders in their Peachtree accounting system without having to make any investments in EDI. Faxinating’s EDI outsourcing service helped them achieve their goal.

EDI compliant buyers create purchase orders and send them to Faxinating via EDI. Once received, Faxinating logs the data and converts it into a Peachtree import file. The file is sent to Allflex, who is now able to import purchase orders into Peachtree with a simple click of the mouse.

Furthermore, each buyer is able to implement their own version of the EDI standard, whether it’s 3040, 4010 or 4030. Flexibility is the key to this service.

For more information or to schedule a free demonstration, contact our sales team at 1-800-282-6283 Ext. 232

Benefits

AllFlex has an EDI-compliant interface that ties into their back-end without having to invest in EDI. If EDI standards change, they needn’t worry. They will continue to receive their import files in the same format. Their data is synchronized, correct and complete, all at a very low cost.

Metro requires all of their suppliers to be EDI-compliant. However, forcing suppliers to implement EDI standards proved impossible. Many of the smaller suppliers were unable or unwilling to make the required investment that running an EDI-based operation requires. Many of the these suppliers still operate their business in the old fashioned, paper-based way.

Metro receives thousands of invoices weekly from their suppliers. Previously the processing of these invoices was done by hand – suppliers would mail in their invoices and Metro’s accounting personnel would manually process them.

In the quest for automation, Metro determined that the best solution would be to migrate to EDI. Instead of mailing a paper invoice, the supplier would send the invoice as an EDI document. EDI automation reduces costs and errors that are associated with the manual processing of invoices.

However, Metro realized that getting all of their suppliers to migrate over to EDI was not realistic, primarily because most of these companies did not have the technology or expertise required to run an EDI-based operation. To bridge the technology gap, they contacted Faxinating Solutions, who offered two solutions: The exAct™ software and the FAX2EDI / EDI2FAX service.

With Faxinating’s exAct™ software, suppliers who have a Windows-based PC could manually enter or import their invoices into an easy-to-use module and send them via a secure Internet connection.

Suppliers who did not own a PC were offered the FAX2EDI / EDI2FAX service. They could fax their invoices into Faxinating’s system, where they would be read by OCR software, converted into an EDI format and sent to Metro.

Metro’s suppliers were able to be 100% EDI compliant without having to invest in EDI. They are paid faster because their invoices are processed quickly and efficiently.

For more information or to schedule a free demonstration, contact our sales team at 1-800-282-6283, ext. 231.

Our solutions

exAct™ Software

For companies that are computer-literate and have access to a Windows-based PC, Faxinating offers the exAct™ software solution. This service allows companies to manually create or import their invoices and send them to Faxinating Solutions via a secure Internet connection. Once received, the data is verified, logged, converted to EDI, and sent to the trading partner.  All via an automated process. The exAct™ software is user-friendly, but technical support is just a phone call away.

FAX2EDI

For companies who are unwilling or unable to use a computerized system, Faxinating offers the FAX2EDI / EDI2FAX service. Suppliers using this service can fax their forms to Faxinating Solutions. Once received, the data on the form is extracted using OCR/ICR technology. After the data is captured, it is verified, converted to EDI, and sent to the trading partner.

EDI2FAX

Error reports, statuses pertaining to invoice transactions, as well as purchase orders are sent from the trading partner via EDI. Once Faxinating receives the documents, they are converted into readable formats (CSV, XML, TIF, etc…) and faxed or emailed to their intended recipients.

Loblaws is one of Canada’s biggest retail grocery chains. For over 15 years, Faxinating Solutions has been providing Loblaws with a number of data integration and translation services. These services enable Loblaws to maintain 100% EDI-compliancy with their suppliers.

EDI purchase orders and other outbound transactions such as payment reports, error reports, forecast reports, and other EDI documents are sent by Loblaws to Faxinating Solutions via EDI.  Once Faxinating receives these documents, the automated workflow determines each document’s recipient (the supplier) and their preferred method of communication (email, fax or the exAct™ software).

For suppliers who choose to receive their purchase orders by software, FSI sends a notification email to the suppliers as soon as they receive the order. To view and/or print their orders, the supplier simply has to open the software and click on “Update.”

Loblaws requires invoices be sent via EDI. This can pose a problem for non-EDI suppliers who lack the technology. Fortunately FSI has a number of options to help suppliers create EDI invoices.

Suppliers who receive purchase orders can easily create an invoice by directly converting the order into an invoice. This direct conversion method transfers all the data from the order onto the invoice. Once the invoice has been created, the supplier only has a few pieces of data left to enter, such as the invoice number and invoice date.

For suppliers who do not receive EDI orders, the software offers a number of time saving options to help them manually create invoices, such as creating a product catalog, an address book, and templates.

Suppliers can also import their invoices directly from their accounting software or ERP package into the exAct™ software, thus eliminating the need to manually key the data again. FSI also offers a custom integration service for suppliers who are unable to import and do not want to convert and/or manually create invoices

Benefits & Conclusion

Using FSI, Loblaws suppliers are able to be 100% EDI-compliant without having to invest money, time, and resources in expensive EDI solutions.

The exAct™ software is a cost-effective way to ensure EDI compliance among your trading partners. It can improve turnaround time, reduce the amount of data-entry errors, and be of value to your business

For more information or to schedule a free demonstration, contact our sales team at 1-800-282-6283 Ext. 232.

Many satisfied customers…