More efficiency and clarity at Farrl thanks to an integrated ERP and DMS solution

The connection between Yaveon and FARRL goes back many years, originally established at the European Coatings Show in Nuremberg.

“The classic ERP solution from Yaveon was simply too extensive for us. But when we discovered there was a package solution designed specifically for small businesses and start-ups – based on Microsoft Dynamics 365 Business Central and therefore cloud-ready – we were immediately interested,” recalls Andreas Gegner, Managing Director of FARRL GmbH.

Through the website and their Yaveon contact, FARRL GmbH received further information. During this phase, Gegner always felt well supported – and ultimately decided on the ERP software package tailored to trading companies in the chemical industry. What convinced him most: the solution was already fully packaged and ready to use.

“Competitors offer similar solutions, but with them we would have had to invest a lot of time and money into programming. With Yaveon, everything was already included. Another decisive factor was Yaveon’s long-standing experience in the chemical sector,” sums up Andreas Gegner.

Yaveon’s solution for small companies and start-ups meets all the requirements for introducing an ERP system with tailored additional functions – simple, resource-efficient, and quick to implement. Key facts at a glance:

• Close to standard
• Affordable and easy to introduce
• Delivers results and added value in a short time
• Available in the cloud
• Excellent availability and fast response times

As with any project, the implementation phase was characterized by both highlights and challenges, always with close collaboration and communication on equal footing. One key area was resource planning.

“Companies need to be aware that implementation runs alongside day-to-day business, and that can be stressful at times. But Yaveon always stepped in when needed,” recalls Gegner. “Our contacts were attentive and easy to reach, and the process and timing worked well.”

One of the most exciting questions after any software project: would the customer choose the same solution and partner again? In FARRL GmbH’s case, the answer is clear:

“Yes, I would definitely choose Yaveon and the solution again – the package and the functions fit perfectly. With the experience we’ve gained, I would simply focus more strongly on internal planning and resource allocation.”

“We already had the ERP in place. To meet the requirements of legally compliant archiving, we then needed a DMS,” recalls Gegner.

For FARRL GmbH, the DMS had to meet two conditions: it had to fulfill strict requirements for legally compliant archiving, and it had to integrate seamlessly with the ERP.

“With Yaveon, we already had good experiences. The DMS solution promised to meet all archiving requirements – and could be integrated into the ERP,” says Gegner. The decision was made.

To ensure companies archive documents legally, the DMS fulfills the following criteria:

• Immutability and integrity of documents
• Technical prerequisites for audit-proof archiving
• Traceability of all actions taken on a document
• Definition and compliance with statutory retention periods
• Access control through (time-limited) permissions
• Protection against loss and destruction through backups
• Compliance with GoBD and GDPR requirements

To achieve this and provide maximum transparency, the DMS integrates seamlessly with Microsoft ERP Business Central. Work is carried out in a single interface, giving real-time access to documents. Instead of maintaining a shadow archive, users work with live data. Documents are stored via drag & drop, automatically sorted into the right category, and tagged with metadata. Retention periods, access permissions, and even temporary access for external auditors can all be defined.

Once everything was coordinated with Yaveon consultants and the project plan finalized, implementation began on schedule and progressed quickly.

“The project got off to a successful start, and we made good progress,” remembers Gegner. “Towards the end, things had to move very fast because of personnel changes, which was quite challenging. But our Yaveon contact took over the outstanding tasks and brought them to a successful close.”

With full commitment from the DMS team, good coordination, and efficient follow-up, the system was successfully launched.

Today, FARRL GmbH uses the DMS routinely. But does it deliver what it promises? “Yes – with the DMS, we are fully compliant with regulations and archive legally,” summarizes Gegner. Beyond archiving, however, the DMS offers a wide range of applications: “We’re currently not even using all the DMS functions. Considering what the solution covers, the price is absolutely fair.” And how would Gegner describe working with the DMS? “The DMS is running, and it doesn’t get in the way. We haven’t even needed support once – it just works.”