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CPW Speeds Up Their Processes with Implementation of AccountMate
Business Partner
Albany Business Systems
Customer
Computer Parts Warehouse, Inc.
Corporate Profile
Headquarters
Camarillo, CA
Type of Business
Computer Service
Number of Locations: 2
Number of Employees: 25+
Annual Revenue: $15 million
Computer System
Microsoft Windows Server and Terminal Server with VPN connection between offices
Users on System: 15
AccountMate Modules in Operation
General Ledger
Accounts Receivable
Sales Order
Accounts Payable
Inventory Control
Purchase Order
Bank Reconciliation
Return Vendor Auth
Return Merch Auth
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Computer Parts Warehouse, Inc. (CPW) required a comprehensive
system to track and control a large and fluid inventory and a large
number of daily orders. Orders must be accepted and inventory checked
rapidly as orders that cannot be filled that day are often cancelled, and
any requests for quotation that are not returned rapidly result in lost
business. This fast-moving business must know what is in inventory, the
cost of each item, and orders must be filled and shipped quickly.
In addition, CPW accepts cores for credit through a process called an
Advance Exchange. The customer will send back a non-working part
purchased elsewhere and CPW will send a replacement. If the core is not
returned, the customer must be invoiced for the core charge.
The Challenge
When CPW began business in 1997, they used an entry level accounting
system, which they quickly outgrew. The company needed a system that
would grow with them and would meet their inventory and sales needs.
The nature of the business requires a rapid response to inquiries.
Customers use Instant Messenger to ask for pricing and availability on
the items they need. If they do not receive a response quickly, they will
move to the next vendor. This requires a system that accurately tracks
inventory and costs, allows fast access to customer history and vendor
history as well as a fast Internet connection for both research and
responses to customers. The system had to be fully integrated from
purchasing through invoicing in addition to the standard accounting
functions.
CPW also had a requirement for a fully integrated EDI system. The nature
of the business is that there are a large number of orders with a single
item on each order. These customers who place these orders require
them to be placed through an EDI system. Additionally, they also needed
the software to process Advance Exchange Return Merchandise
Authorization(RMA). A "typical" RMA has an item returned after the
customer has purchased it. This can be because the item was defective,
the wrong parts were ordered, etc. CPW's needs were different. For
example, a customer has a product that has a trade-in value; CPW will
give the customer credit for the "core" and charge a reduced sales price.
They need to track the cores to make sure they are returned. If they are
not returned, the customer will be invoiced for an amount that was
previously set.
CPW's second office in Atlanta needed access to the same AccountMate
system and the same AccountMate data as the main office in Camarillo.
Access has to be real-time, rapid, and accurate since the Atlanta office
has the same stringent inventory requirements. In addition, when
processing a request for a customer, all of the salespeople must know
what is available in both California and Georgia.
The Solution
AccountMate meets all of the requirements of CPW. The complete
integration, the integrity of the SQL Server database, the ability to
support multiple locations, multiple warehouses and multiple bins, as
well as the ability to modify the system as required are all important
strengths of AccountMate.
AccountMate works with a large number of third party vendors, and this
allowed the system to be completed in those places where AccountMate
did not have a "built-in" function. The EDI solution from a third party
vendor reduced the time to process orders from hours per day to
minutes per day. This has allowed the company to grow without
additional office personnel to process paperwork. In fact, the number of
people has been reduced.
The client-server architecture of AccountMate, coupled with the VPN setup
by the network support company, allows fast, secure, and simple
access from the Atlanta office or from anywhere in the world.
"The ability to customize AccountMate has been critical to allow the
Advance Exchange RMA's to be processed quickly and efficiently,
eliminating extra time-consuming steps," says John Kane of Albany
Business Systems.
The Results
Albany Business Systems instituted a complete integration of the
AccountMate SQL Server database with the ability to support multiple
locations, multiple warehouses and multiple bins. Additionally, they
applied an advance RMA system to simplify CPW's complex return
system needs.
The evolution of the system is on going. As new areas for improvement
are found and cost-justified, other modules and or modifications will be
implemented. The company is growing, and AccountMate plans to be a
part of this success.
About the Customer
Computer Parts Warehouse, Inc. is truly a full-service provider of quality
service parts and replacement units for the computer service industry.
Their proven track record of providing large and demanding customers
with superior service and unmatched pricing across a broad range of
product lines, giving them the confidence to market their unparalleled
services to a variety of industry-leading computer service organizations.
Now in their seventh year, CPW has consistently provided the products
and services that their customers require and always at the most
competitive market prices. They pride themselves on being a highintegrity
service partner to their valued customers and business partners.
About AccountMate
Since 1984, AccountMate Software Corporation has provided customers
with powerful and flexible accounting and business management
software. AccountMate provides the most stable and technologically
innovative modifiable accounting solutions for the mid-market. The
accounting systems are sold by the module which enables customers to
acquire the software they initially need and add modules as their
business needs increase. The availability of source code makes this
software highly modifiable so that it can be adapted to any changing
business environment.
AccountMate accounting modules are available for Microsoft SQL,
Microsoft MSDE and LAN. These different versions enable your
business to evolve from a single user system to a powerful and
sophisticated multi-user SQL database network. AccountMate can help
you manage global operations with multi-currency capabilities and a
built-in translation engine for multi-lingual businesses. A wide variety of
independently developed programs are also available to further tailor
AccountMate software to specific industries. AccountMate products are
sold worldwide through our authorized resellers.
About Albany Business Systems
Albany Business Systems (ABS) was founded in 1986 on a single
principle - to provide professional, business-oriented products and
services to our clientele, and to provide these services with an
unwavering dedication to customer service.
Since its inception, the company has grown and evolved to its current
status as one of the premier Value Added Resellers of products from
AccountMate Software Corporation. ABS has been selling AccountMate
products since 1987 and is one of the most well established dealerships
in the country. The company is consistently a top producer for
AccountMate and in 2003 won an award as the highest volume reseller in
the Western Region.
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