Greater efficiency and overview at Farrl thanks to integrated ERP and DMS solution

The first contact between Yaveon and FARRL goes back many years and originally came about at the European Coatings Show in Nuremberg. "The classic ERP solution from Yaveon is simply far too extensive for us. When we saw that there was a package solution specifically for small companies and start-ups that was based on Microsoft Dynamics 365 Business Central and therefore ran in the cloud, we took notice," recalls Andreas Gegner, Managing Director of FARRL GmbH.

FARRL GmbH received further information via the homepage and the personal contact at Yaveon. Mr. Gegner always felt that he was in good hands during the information phase - and ultimately opted for the ERP software package specifically for trading companies in the chemical industry. He was particularly impressed by the fact that the solution was already fully assembled and ready to use as a package. "Competitors offer similar solutions, but we would have had to spend a lot of time and money on programming. With Yaveon, everything was already included. Another decisive factor was Yaveon's many years of experience in the chemical sector," summarizes Andreas Gegner.

Yaveon's solution specifically for small companies and start-ups fulfills the criteria for introducing an ERP system with tailor-made additional functions in an uncomplicated manner and with minimal use of resources. The most important facts at a glance:

• The solution is close to the standard
• Inexpensive and easy to implement
• Results and added value in a short time
• Available in the cloud
• Good accessibility and fast response

Like every project, the actual implementation phase was characterized by highs and challenges with very good cooperation and exchange at eye level. There was a particular need for coordination when it came to resource planning. "As a company, you should be aware that the introduction runs parallel to day-to-day business, which can be stressful. Yaveon always intervened when necessary," recalls Andreas Gegner. "Our contacts were always attentive and easy to reach, and the process and timing went well."

One of the most exciting questions after a software project is whether the customer would choose the solution and the provider again. In the case of FARRL GmbH, the answer is clear: "Yes, I would definitely choose Yaveon and the solution again, the combination and the functions simply fit together perfectly. However, with the experience we have had, I would focus on internal planning and resources differently."

"We were already using the ERP. In order to also meet the requirements of legally compliant archiving, we now also needed a DMS," recalls Mr. Gegner.

FARRL GmbH had two requirements for the DMS: firstly, it had to meet the strict requirements for legally compliant archiving and secondly, it had to go hand in hand with the ERP. "We had already had good experiences with Yaveon. The DMS solution promised to meet all archiving requirements and could also be integrated into the ERP," says Mr. Gegner. The decision was made.

The DMS fulfills the following criteria so that companies can archive in a legally compliant manner:

• Immutability and integrity of documents
• Technical requirements for audit-proof archiving
• Traceability of all actions performed on a document
• Definition of and compliance with legal retention periods
• Access controls by assigning (time-limited) authorizations
• Protection against loss and destruction through backups
• Fulfilling the requirements of the GoBD and GDPR

To achieve this and create maximum transparency, the DMS can be seamlessly integrated into Microsoft ERP Business Central. Work is carried out on an interface that allows documents to be viewed in real time. Instead of working with a shadow archive, users work with live data. Documents are stored using drag & drop, the system automatically sorts the documents into the appropriate category and adds metadata. It is also possible to set how long a document is stored, who is allowed to view it and whether external parties, such as auditors, can access it for a limited period of time.

Once everything had been agreed with the Yaveon consultants and the project plan had been finalized, it was time to get started. The implementation phase began at the agreed time and got off to a fast start. "The project got off to a successful start and we made good progress," recalls Mr. Gegner. "On the home stretch of the project, everything had to happen very quickly as there were personnel changes. That was quite challenging at times." However, the tasks that arose were taken over by a Yaveon contact person and successfully completed. The full commitment of the DMS team, good coordination and efficient reworking ensured that the document management system was used with determination.

Today, FARRL GmbH routinely uses the DMS. But does it deliver what it promises? "Yes, with the DMS we fully comply with legislation and archive in accordance with the law," summarizes the Managing Director. But in addition to the archiving options, the document management system covers numerous other areas of application. "We are currently not using all the options in the DMS by far. If you look at everything the solution covers, the price is completely okay." Mr. Gegner, how would you describe working with the DMS, how do you cope with the solution? "We use the DMS, it works and doesn't get in the way, so far we haven't even needed support. It simply works."