We wanted to thank those of you who attended our MAS Software Solutions client conference. For those of you who attended, as well as those that were unable to participate, you can a download the powerpoint presentation and handouts here. 

 MAS Software Solutions Client Conference Handouts and Presentation

In the early 1980’s the world was introduced to a new term— the paperless office. The appearance of electronic calculation, transmission and storage devices was meant to bring to an end the mountains of paper that all offices, small or large, generated. The idea was that all of the documents that had to be printed and stored could now just be faxed, scanned or e-mailed.

The paperless office struck a chord with many office managers all over the world because they viewed it as a huge cost cutting exercise for their companies—less paper and filing meant lower office expenses.

Did this ideal become a reality? The answer is both yes and no.

From sending invoices to writing checks, technology is in place to give businesses multiple opportunities to go paperless. The problem is that most businesses are afraid to put this technology to work. The thought of not having hard copies of a document causes anxiety for most business professionals. Instead, we implement the technology to go paperless and then print out “just-in-case” copies for safe keeping.

The main reason that the paperless office has not made a larger impact, to a certain extent, is us. Humans like to be able to hold things. We don’t trust what we can’t physically see. So even though we have all the necessary technology to make a paperless office a reality – we will continue to be buried under a pile of paper until we take those first steps of trust.

However, there is hope! Some businesses that have started with the basics of going paperless are finding that taking small steps toward this goal gives them the ability to see a true reduction of printing and filing costs which in turn allows them to gain the trust they need to continue on their paperless journey.

The main goal of going paperless is not having to print every piece of paper that comes to you via e-mail or that is generated within your system.  Knowing that your document is safely stored in your system, and that you have an organized approach to filing that document so you can find it when you need it is a great place to start.

The best part it, if you are exploring your options for going paperless you don’t have to look very far. Sage MAS 90 and 200 already have paperless technology built within their system. We have helped many companies move closer to a paperless office, all of whom realized a reduction in costs and stress, not to mention a far more organized and cost efficient office.

In 1965, family-run MAST Technologies began a long history in the munitions business. From their initial work in brass cartridge production, to machinery sales and consulting, general ammunition consulting, tooling manufacture, gauging sales, and ballistic equipment sales, MAST Technologies has made a business out of helping equip the United States Military. The company was founded by Jim Bell and is now lead by Jim’s son, Jay. Between the two of them, they have more than 65 years in the munitions industry. While Jim and his wife made the initial selection of a Sage MAS 90 financial system, it would be up to Jay to make it work for the business needs of today.

A Misfire
While the principals of the company were confident that Sage MAS was the right solution, they were equally convinced that the way they deployed the solution wasn’t working for them. Access to information needed to efficiently run the business was difficult; payroll, an essential part of maintaining government contracts, was a significant challenge. “MAST had outsourced much of their accounting work,” said Tammy McIntire, Accountant at MAST Technologies. “We were physically driving out data over to our accountants to finish payroll on-time. Bringing these functions in-house was a critical part of improving things.”

As a government contractor, MAST Technologies is required to track all time spent for each contract. This effort was largely manual as employees stopped between each task to record time spent. Compiling time records each pay period required the efforts of all employees. Even those performing the work were required to review and reconcile their time cards to ensure their efforts were properly allocated. It’s estimated that the combined payroll efforts of all involved were about 28 man-days. MAST Technologies was looking to improve this process as doing so could save as much as the cost of one full-time employee.

Access to project costing information was limited and the company felt the financial information they were receiving from the system wasn’t trustworthy. “We were constantly hounded by people reviewing financial data who just didn’t believe it. We would hear ‘this can’t be right’ far too often,” said Tammy. “The problem was that the Accounting group wasn’t one hundred percent sure the data was right either.”

Inventory management presented another challenge. Inventory wasn’t managed in Sage MAS 90 and was instead managed on paper which led to inconsistencies. “Inventory must be timely and accurate,” said Kim Andersen of MAS Software Solutions. “Companies themselves determine what is timely. For one company, timely could be once a week or once a month might also satisfy them. What we consider timely is daily inventory. When it comes to accuracy, you’re either accurate or not – it is black and white. If you are not 100% accurate, then you might as well be 100% inaccurate, because the trust isn’t there.”

Stop, Reload
MAST Technologies had been down this road before. Because they knew they needed better tools to work through these challenges, they had done ample due diligence on both solutions and vendors looking for an answer. While they initially came up empty-handed, a trusted IT partner of theirs recommended MAS Software Solutions. “It was tricky because we had already implemented Sage MAS 90,” said Tammy. “What we needed was an expert to show us how to get the most out of our software and help us build our business processes. MAS Software Solutions provided both of these to us.”

Much of the project involved a re-implementation of the investment MAST Technologies had already made. MAS Software Solutions provided a substantial amount of training, not only on the tools, but on the business processes around the tools.

MAS Software Solutions upgraded MAST to Sage MAS 200 and integrated a Time Tracking program that gave MAST Technologies employees a more efficient way of recording their time, and gave management access to the right information when it was needed.

A Clean Shot
The most dramatic change was that MAST Technologies now had direct access to their systems, and much more control over the data it produced. “You would have thought that bringing accounting systems in-house would be more time consuming than outsourcing it,” suggested Tammy. “This was not the case. I think we have better control of our documents and we spend less time on details now. It is easier to have the data at your fingertips as well instead of waiting on someone else.”

Payroll improvements were as significant, and certainly more tangible. While old processes required employees to manage time records like a task, automated systems now do that for them. What used to take 28 man-days per month to process, now takes just two hours in total. While the financial benefits are clear, the accuracy of data, and the ability to correctly identify effort with projects ensured MAST Technologies stayed compliant with government regulations.

“Working with MAS has been a great experience; they are quick to respond to any issues that we have and are sometimes even able to help us over the phone with their remote capabilities! They have saved us tremendous amounts of time and money and we could not be happier with their service.”

Please join us for our client conference that is scheduled for Wednesday, June 23, 2010 at the Marriott Courtyard Overland Park Convention Center, Overland Park, KS. It promises to be packed full of valuable business information covering topics such as:

• What’s new in MAS 90/200 v 4.4?
• MAS Intelligence is and how it will change your world
• What the greatest risks are with your software system
• New cost effective solution for physical inventory
• Learn from other MAS 90/200 Users
• And much more!

Tap into the energy and expertise of the whole MAS Software Solutions client community. It’s your chance to learn, explore and step up to a higher level of business management!

RSVP now!

Renowned for unsurpassed throughput, trouble-free performance and hygienic operation that is demonstrably superior, Weber is recognized as the world leader in the design and manufacture of sophisticated Slicing Systems for red meat, pork, poultry and cheese processors. From their centrally located North American Technology Center and Product Demonstration facility in Kansas City, Mo., Weber provides a full line of Slicing Systems as well as parts, machinery, technical support and service to a wide variety of processors in North America.

With their parent company located in Germany, Weber first came to the United States in 1996 with zero market share, and in the last 14 years have increased it to over 70% through properly identifying the needs within their market. With annual sales ranging from 30 to 35 million, Weber typically sells about 50 machines a year ranging in price from $100,000 to 1 million dollars. Additionally about 25% of their business comes from the replacement of consumable parts and providing ongoing service to their customers. Most parts are supplied from their parent company in Germany, resulting in about a one month lead time from when something is ordered to when it is received.

Dull Systems Cause Data Integrity Problems
As Weber experienced growth they realized that their small business accounting system was not providing the information they needed causing significant problems. Rob Mogren, CFO for Weber recalls, “Inventory control became a major issue. Despite having strict internal controls and actively watching our procedures, we continuously encountered our system telling us we had an item in stock that wasn’t really there. We couldn’t figure out where the process was breaking down.” This issue had to be corrected as soon as possible. Rob explains, “Our customers run manufacturing facilities and if their Weber Slicer isn’t working for any reason their whole operation has to be shut down. If we don’t have the part they need in stock, the wait to receive it from Germany could result in huge downtime costs.” Another issue Weber was experiencing was that they could only pull standard reports and do small levels of customization, but didn’t have access to the raw data they wanted to see in order to make the best decisions for their business.

MAS Software Solutions Sharpens Weber’s System
Weber needed to make a change so they began their search for new software. After reviewing several accounting journals and software systems they decided that Sage MAS90 was the right choice. Rob recalls, “We chose Sage MAS90 because it had the best reviews and seemed to have everything we wanted in a new solution. We worked with a local Sage vendor and had them install our new system. After the installation was complete we needed to understand how to customize it for our specific needs however the original vendor could not help us. We felt that we had reached the end of that vendor’s technical ability, so we began to look for a different partner who had a better and deeper knowledge of the software.” Weber was referred to MAS Software Solutions and finally found the expert they needed. “When MAS Software Solutions came out to meet with us we immediately knew we had the right company. We don’t have a formal IT staff, and the team at MAS understood how MAS 90 would impact our network. They could solve network and permission errors, and understood how to make our system work for our specific business needs.”

While Sage MAS90 is a great product right out of the box, it also has the ability to be configured to meet each organization’s specific requirements. MAS Software Solutions was able to install a barcode system which helps Weber ensure that they are operating at their maximum potential and maintaining 100% accurate inventory counts. “They also helped us with our forms, invoices and reports,” recalls Rob. “The reports come with a limit to the number of characters you can include, but the team at MAS was able to override the limits so that we can include the details necessary for our customers.”

Furthermore, MAS Software Solutions helped Weber with their Paperless Office solution and ACH payment system. Like many companies, Weber used to process checks the old fashioned way, but the team at MAS introduced them to ACH which allows them to process all payments electronically. “We are saving huge amounts of time with our new system. Our accounts payable process has decreased by 10 hours per week giving our employees the time to focus on other projects.” Of the Paperless Office solution Rob said, “We never would have thought of purchasing something like this as an add on because we had no idea how much time we were wasting. We used to print every document to a .pdf and then give it a customized name and find or create a place to file it, and now it’s all automatic. The records are cataloged and kept in specific files eliminating our frustration and time to find the documents. It’s fantastic!”

Weber Cuts a Plan for Growth
When Weber outgrew their old system they had around 4,000 parts to keep track of. After much growth they now have over 25,000 parts which are all tracked smoothly and accurately in the new system. With such great success so far in both their new solution, and their companies growth, Weber is considering a move to Sage MAS200, and possibly converting to SageCRM for a truly end-to-end system. They are confident that the transition to the next system is in good hands with MAS Software Solutions. Rob concludes, “We really couldn’t be happier with our system, and in our partnership with MAS Software Solutions. When I talk to the MAS team I don’t feel like I’m talking to a sales person rather a technology advisor. I don’t have to worry about what they tell me, or have my guard up. I trust their advice keeps our best interest in mind which is a very comfortable place to be.”

It’s official! MAS 90 and MAS 200 are Windows 7 compatible for all those using version 4.30 or 4.4.

As the world of business is constantly evolving, so must your business management software.   The team at Sage has been working directly with their extensive customer base to develop new functionality, improve processes, and enhance productivity to help users get more out of their software solutions.

As a result of these efforts a new version of Sage MAS 90 and 200, (version 4.4) was released in early 2010. Some of the key enhancements include compatability with Windows 7; as well as new features for workflow and business processes for all customers. In 4.4, new features and functionality have been added with little or no impact on total cost of ownership (TCO), and  for some customers’ TCO will be reduced.

Power of Business Framework™ Standards have been added to Purchase Order, Inventory Management, Bill of Materials, and Bar Code.

Simple tools can be used to create and modify existing reports, and add user defined fields lowering TCO. Additionally, Business Insight Explorer, Memo Manager, wizard-based report creation, personalized data grids, and maintenance task hyperlinks have been added for even more functionality.

Enhanced Visibility with Business Insights Explorer (BIE) is a powerful ad-hoc reporting tool will continue to provide visibility into every business; and additional BIE views will include:

• Item Quantities by Warehouse
• Vendor History Purchases
• Open PO by Vendor Name
• Bill of Materials
• Component Where-used

Visual Basic has been included which adds functionality for internal customization directly within inside of MAS. This new feature will reduces the need to hire someone to customize the system.

There is a quiz on our website that will determine how well your utilizing your MAS system? After taking the quiz you will immediately get your results including specific areas where you could be utilizing your system better. We encourage you to go online and see how you measure up at www.mas-ss.com.

Learning from CPA firms

Some may not classify CPA firms as technology trend setters but you would be surprised at the many lessons we can learn from this high-tech bunch. According to a recent article in the AICPA Insider Four Fast and Easy Tech Fixes, “IT strategies must start at the top, with the users in alignment and constant re-alignment with overall plans and strategies.” The article goes on to say that without executive-level champions; they may not get the support they need to do anything at all. That leaves accounting office’s adrift and falling behind. CPA firms have implemented technology strategies that are resulting in decreased costs and increased productivity.

So what technology lessons can we learn from CPA’s? Here are some of the fastest and easiest strategies to implement, with some of the best ROI.

1. Use multiple monitors.  Talk to anyone who has ever used dual monitors and see if they would ever go back to one monitor.  The ability to have MAS90 on one screen and Excel, Word, or Outlook on another monitor will greatly improve efficiency. CPA’s have caught on to this strategy and seen a reduction in task time by 20 percent.

2. Get a good mouse.  What is your current mouse costing you in efficiency?  Do you spend more time cleaning your mouse than using it? A good mouse can increase efficiency and decrease stress.  Some time saving features in a good mouse include two modes for the scroll wheel so you can spin through long documents quickly; a shape that suits both left- and right-handed users; programmable buttons; and laser tracking for precision on many surfaces.

3. Document Management. Storing documents on your hard drive immediately cuts costs and improves accuracy. CPA’s have been doing this for years with the help of scanners. However, applying this to other businesses is easy. Storing all of your documents as pdf copies on your hard drive can reduce costs in many ways including printing, administrative support and storage space. The last release of Sage MAS 90 and 200 v 4.3 included the Paperless Office feature allowing users to make this first step towards a complete Document Management System. If you don’t have v 4.3 there are many free or minimal cost pdf writers on the market today such as Cute PDF.

4. Move backups offsite. Web based backup is affordable and ensures that you always have a backup of your data off-site.  We have been doing this for several years.  You can choose from eVault, Global Data Vault, Iron Mountain and NetRescue.

5. Upgrade to Office 2007. If you use Excel often this strategy is for you. In older versions of Excel we were limited in the worksheet size 65,536 rows and 256 columns but with Office 2007 the size of your worksheets increases to over 1 million rows and over 16,000 columns, which is a big deal for heavy excel users providing much greater efficiency.

In addition to the lessons learned from CPA’s we recently attended the Heartland Technology Conference and saw a new time saving tool that we just love. It’s called Nuance Dragon Naturally Speaking.  Most people speak over 120 words per minute but type less than 40 words per minute. This new software application allows you to create email, documents and spreadsheets simply by speaking. Additionally, you can control your PC just by talking to it, starting programs, using menus, surfing the web, etc. This new tool turns voice into text three times faster than most people type which can save you time.