Category Archives: Syspro

Why Phoenix Systems?

One of the trends that we at Phoenix Systems are noticing is that ERP is becoming a commodity. What matters most is the VAR Partner you have chosen to assist with implementing, developing and supporting your system.   This trend made us ask the question, “Why Phoenix Systems?” Initially we thought that the question should be easy to answer – not so.  It took much discussion to come up with a comprehensive list as we all had different ideas as to where our strengths lie.  It was an interesting journey, and we want to share the result with you.

International Resource Specialists

We have offices and branches across both Canada and the US with highly skilled resources in:

  • Business Consulting
  • Development
  • Technical Consulting
  • Project Management

Our leading realization was that the nature of the consulting business has changed. It has been a gradual process but over the last decade telecommuting and remote access has changed the landscape of our primary function.  In most cases we have access to servers via various methods which allows us to provide our customers with excellent support and consulting regardless of where they are located.  Additionally it allows us to assign the resource best suited to your project, even when the resource isn’t local. Of course if your offices are close to ours and the resource is local then we are happy to be on-site that hasn’t changed but remote access has opened up many opportunities that would not have been available to many of our customers decades ago.

Support Desk

Phoenix Systems has a leading support desk which is manned by dedicated staff every day and we do not assign inexperienced consultants to our helpdesk. Our philosophy is that we can with careful scheduling have our experienced consultants assigned to the support desk in order for you, the customer, to have first-rate support on a daily basis.  There are two support desks, one for the Eastern customers and one for our Western customers and the two desks collaborate internally to ensure that support is available across most of the workday in North America.  The consultants are supported by our technical services and our development teams which ensures that all your issues can be resolved as promptly as possible.  Our annual support agreement allows your staff access to the support desk for a fixed cost and allows your staff to call in whenever they are stuck.

The most important role of the support desks however is to be your champion with the developers of the software i.e. SYSPRO. We troubleshoot issues, test and report errors on your behalf. Our role is to be your advocate and to ensure that SYSPRO gives us the best service possible.  If we have identified a problem with software we will report errors, track fixes and report back to you when the issue has been resolved.  Additionally our consultants will find a workaround for you while the error is being addressed.

Solution Partners – Best of Breed

We all know that there are areas in SYSPRO that can be better handled by software that is dedicated to a process i.e. Warehouse Management. Another way that we are able to provide excellent consulting is by aligning ourselves with many “Best-of-Breed” vendors and integrating to SYSPRO.  What we know is that often SYSPRO will not have the in-depth requirements needed.  Here is a list (not comprehensive) of Best-of Breed vendors that we have worked with on many occasions:

  • Manufacturing Systems Corp – Warehouse Management
  • Cabot Software – SAW
  • Preactor – Graphical Planning Board
  • CyberStore2 for SYSPRO – Website integration
  • RiteScan – Mobile Warehouse for SYSPRO
  • iDashboards – Dashboard Tool
  • Dash – Document Management
  • uniPoint – Quality and Maintenance
  • iWorx – Cloud Datacenters

We are however not limited to the vendors on this list and we are open to working on integrating any software that you might want to integrate to SYSPRO with our team of developers.

Custom Development & Custom Software

The development of custom software and enhancements is the basis of the origin of our organization. For over 35 years we have designed and developed web-based, distributed and standalone applications to meet our client’s specific business requirements. We utilize our own in house development team equipped with extensive business backgrounds and required certifications.

We follow proven practices that allow for successful project completion and deliver solutions that exceed customer expectations. We have experience working with a broad range of customers, from smaller organizations to much larger companies with worldwide operations.

Our skill-sets include:

  • .Net, VB Scripting and all presentation tools
  • SQL programming
  • Database level customizations
  • Website Development
  • SYSPRO Espresso
  • Micro Focus COBOL – enables us to modify SYSPRO Source code if needed which we can secure from SYSPRO

Professional Services – Goals & Philosophy

Based on our extensive 35 years of business experience and trained and committed Team:

  1. We wish to be a true partner, with a vested interest in working with client staff/teams to optimize your SYSPRO environment.
  2. We excel at project-based solution design and delivery. Projects may be fixed-bid or T&M, to be determined prior to each project.
  3. We can provide ad hoc and non-project based support as required. We can also provide (E.g. implementing investigating automated processes that run after hours)  Time-shift /work outside of regular hours where needed as long as planned in advance.
  4. We can help develop multi-year, scalable ERP architecture/roadmaps supportive of clients’ growth and expansion plans. No shortcuts. No Band-Aid solutions.
  5. We can provide end-user and super-user (train-the-trainer) training, tailored to the specific needs of your users; we have experienced trainers available for this purpose.
  6. We can provide support of your IT environment and deploy remote services as needed.
  7. We provide dedicated account management/account ownership to maintain an active relationship and as such look forward to being considered as an extension of your Team. This approach is consistent with our operating structure.
  8. We pride ourselves in leveraging native SYSPRO functionality as much as possible to reduce reliance on in-house application development. This extends to leveraging SYSPRO supported 3rd party applications of which we are very familiar and work in conjunction with vendors with whom we have established business relationships and concluded successful projects with over many years.
  9. We are well versed in Business Analytics and Business Intelligence information be drawn from SYSPRO and other recognized 3rd party applications such as SAW and iDashboard, for which we are certified. Additionally we are experienced at integrating products such as COGNOS to SYSPRO.
  10. We handle all requirements related to managing SYSPRO licenses changes, additions and annual renewal.

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Simply Smarter 2016 Conference


Written by: Larry Hack

During May I had the privilege of attending another great SYSPRO USA conference, this time in Anaheim California from May 21 through May 26, 2016. In fact, this was the first time two conferences were held back to back bringing together key executives of the SYSPRO corporate world, SYSPRO Partners/Resellers from Canada, USA and UK and customers. The goal, to hear firsthand about SYSPRO’S corporate strategy and innovative development plans for the next 3 years and to learn. Also in attendance were SYSPRO’S authorised 3rd party solutions providers whom we have got to know well over the past years and also partnered successfully with to bring their products to our customers attention as needed. Their booths were manned throughout the conference and all had an opportunity to meet their staff to gain an understanding of what these advanced solutions had to offer.

Entitled “Simply Smarter | 2016″, the first two days were devoted to presentations to Channel Partners followed by 3 days of corporate presentations and the opportunity to attend 87 breakout topical education tracks centered around SYSPRO Financials, Distribution, Manufacturing, Administration and Enterprise tracks. It was hard to decide what to attend! Eventually I decided on a couple of hands on work and play sessions on SYSPRO 7 and some what’s new sessions as related to SYSPRO GL and the financial modules. “Intercompany control across the supply chain” was also of interest as was “Orders to Shipping and everything in between”. I felt these topics would help me to be able to help you, our customers gain a better understanding of what SYSPRO has to offer in these fronts.

SYSPRO corporate is striving for excellence as it moves forward with a strategy to improve market share. To address this over the next 3 years we have to be cognisant of changing and emerging technologies. The goal is to make SYSPRO part and parcel of everyone’s daily lives in a simply smarter fashion. The Cloud, which we all read and hear often these days, will become an integral reality in the SYSRO world. On the innovation front it was exciting to learn about SYSPRO’S plans centered on topics which in the past we thought were just science fiction. These included plans to use Artificial Intelligence, Machine Learning and Predictive Analysis to help understand analytical trends within our businesses. Use of social media, the internet and mobility platforms will all be part of the SYSPO environment as we are driven by disruptive technologies today that challenge us to change our business processes to meet the demands of a new generation of “Millennial” users. This presents an interesting challenge for our more mature customers who are used to entering data into standard data entry screens and running standard reports that report standard facts. Moving forward under the mantra of “Simply Smarter”, we caught a glimpse of great changes to come within the software, be it in terms of specific module functionality or user experience around how data gets entered, displayed or reported on.

Exciting times await us indeed and I left the conference feeling very confident that SYSPRO will continue to deliver great value for money for the annual license fees our customers pay each year. The challenge for us now is how to re-act and adopt to the rapidly changing and emerging new technologies so as to take advantage of their benefits, or get left behind in their wake. In a previous blog I wrote about the need to establish an annual ERP budget. After attending the conference and seeing firsthand what awaits us on the SYSPRO front I am even more convinced that this is an area that needs close attention in the years to come.


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“We Have Always Done It This Way” ~ Are Your Business Processes Helping or Hindering?

ContinuousProcessImprovementWritten by:  Sandra Stone

In many companies, when they are asked why they follow a certain process, this is the answer received. This ‘office-lore’ is often based on processes put in place many years ago, and may not reflect current company goals, and may not be using current technology and knowledge.

Your business is run by many processes that all work together to achieve your company goals. People are the process; the tools they use include knowledge, rules and technology.

As company goals, people and technology change, the business processes often need to be changed and improved to enable you to meet your goals.

Customers are continually demanding better products and services, and companies are striving to be able to do more, with less effort and at the highest possible quality. One of the major inhibitors to achieving these goals are Business Processes that are contributing to errors, duplication, bottlenecks, frustration and cost increases.

A Business Process Improvement exercise can help you improve existing systems and processes and it includes taking into account technology capabilities to help streamline operations and avoid waste.

One of your biggest assets in improving efficiencies, effectiveness and agility in the marketplace, is your SYSPRO ERP System. SYSPRO V7 takes advantage of the latest technology, to provide more functionality, more mobile capabilities, more automation capabilities and more integration capabilities. By leveraging SYSPRO V7 capabilities, you have the opportunity to improve your business processes, reduce inefficiencies, open the door to new products and services that you can deliver, and make it easier for customers and suppliers to do business with you.

Phoenix Systems experienced Business Consultants can work with your company to initiate and conduct Business Process Reviews. Once company goals are confirmed, then the process looks at each department or process, and basically addresses the following:

What are you trying to do?

How do you do it?

What works and does not work

What can be changed to make it better?

The resulting recommendations for improvement can encompass a wide range of activities. Some examples we regularly make are:

  • Use new functions in SYSPRO that can improve the process
  • Automate within SYSPRO tasks that are repetitive
  • Training for staff on new functions and new processes
  • Realign department responsibilities for different stages in the process
  • Reduce the number of spreadsheets in use, and have the data kept and maintained in SYSPRO – ‘one version of the truth’
  • Relook at old custom solutions to see if still required, as that functionality may now be a part of the latest version of SYSPRO
  • Bar coding and scanner solutions for Inventory and Warehouse Management
  • Automate the creation of Web Site orders in SYSPRO
  • Clearly define responsibilities and work flows, and ensure they are documented and staff members are trained on the workflow processes.

And one final comment: Business process improvement is not a static exercise. The most successful companies implement CONTINUOUS Process Improvement programs, so that ongoing fine tuning reflects the ever changing goals of the company, the market place, compliance requirements and technology.


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5 Leadership Essentials for a Successful Project


Written by Hanna Kounov.

During my many years of project management I have seen the good, the bad and the ugly of projects. It is usual practice to have the scope, timeline and the budget of a project agreed upon by all parties so it is interesting to me that there is still an opportunity for failure. One would think that with all that in place and checks and balances it couldn’t go wrong. So why does it occasionally? Because it is not about the scope, the budget or the timeline… it is about change and therefore about people and their acceptance of the change.

I concede that no-one starts out to have a project fail but careful considerations should to be taken if you want it to succeed. In today’s business environment a failed project is no longer an option. That being said the scope of today’s projects – even small ones – are fundamentally different from just five years ago. New technologies and the ability of being mobile, coupled with smarter and more effective tools and customizations mean that projects are far-reaching and more complicated. For that very reason one has to ensure that these five essentials are in place. There are so many different reasons for project success or failure, but in my experience, for a project to be successful the following elements have to be present:

1. Committed Engagement
In order for any project to be successful there has to be commitment to the project. Management plays a role in ensuring that not only the project team is supported but everyone in the company understands that the change is required and necessary for future growth. The most successful project are the ones where the customer is engaged and takes responsibility for the system and the proposed changes. This requires motivating team members to test the new process and be involved at every level and task during the implementation.

2. Accepting Change
Perhaps the most damaging statement for any project is “We have always done it this way.” Receiving push-back of this nature can stop a project in its tracks or force it off the rails. The outcome is that you do not achieve the results you were expecting. These seven words will start a landslide of “fixes” or re-engineering that will reduce the effectiveness of the project as the software is forced to adhere to an often antiquated business process. There will be no gain in the long run and before long all the previous flaws will become apparent once again as people step outside the software to fill the gaps that were supposed to be addressed during the project.

3. Team Work
What is teamwork but relationships in motion? Foster respect between team members. It is not about being right, it is about getting the best outcome possible. Strong mentorship and support is crucial. Conflicts must be addressed immediately. There can never be room for passive or aggressive behavior and all viewpoints have to be seen as important and weighed to see if it makes sense. Have regular meetings and encourage discussion among team members. Remember e-mail is a great but voice and/or video communication really improves the overall health of the project.

4. Strong Leadership
Someone has to make the tough decisions! Leadership is essential as the proposed project is sure to change the structure and the nature of how business is conducted. Without leadership the project will flounder like a ship without a rudder. A successful leader is one who is optimistic with the ability to recognize what is and not avoid the harder conversations. A person who realizes that life happens and that you have to dance in the storm to keep some projects on course.

5. Care for the Team
It is my opinion that many times there is a lack of care for the project team within an organization. In most cases the individuals involved in a project still have to manage their day to day jobs. Splitting their energies in this way can cause huge stress for some individuals. As the live date approaches these team members need support. My recommendation is that some of their responsibilities are taken on by other staff members however that is not always an option in smaller companies. Therefore it is important for the project team to know that their efforts are appreciated through recognition in some form.

It doesn’t matter how simple or complicated the change is, it is still a change and with these five management essentials the chances are in your favour for a successful project.

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by | March 7, 2016 · 7:03 pm

SYSPRO 7 ~ Importing General Ledger Budgets

Written by: Ildiko Prelak

Things you can do in this program:
• Import GL budget records
• Verify if there are any errors in the import file without importing the GL budget records
• Print the contents of the import file
• Customize the program

Accounting periods
• Budgets are imported only for the number of accounting periods in your ledger year (an additional budget is available if you budgeted for the year end period), for example if you defined 6 accounting periods in the year and you import a line that contains 12 budget values, then only the first 6 budgets of that line are imported.

Budget value considerations
• The entry of budget values can be made at any point within the allocated field space. Because budgets are stored to the nearest unit (dollar, pound, etc.) any decimal values that are encountered are ignored.
• Any blank entries for a budget value are treated as zero.
• Although the allocated field size for each budget value is 15 characters, the actual budget amount cannot exceed 12 characters.
• The budget values on the import file are imported based on the account type defined against the ledger code (Ledger Code Maintenance), and are therefore not necessarily imported with the same sign defined against the values on the import file.
For Asset, Expense and Statistical account types, the values are imported as defined in the import file. i.e. negative values remain negative and positive values remain positive when imported.
For Capital, Liability and Revenue account types, the sign against the imported values is reversed. i.e. negative values on the import file are imported as positive values and positive values on the import file are imported as negative values.

 Errors that can be encountered
• The import process is immediately aborted if the first character of each line in the import file does not begin with a B. However, if any other type of error is encountered then a list is displayed within a browse window at the end of processing. A maximum of 200 errors is listed at any time.
Only the first error encountered on a line is listed, for example if a single import line contains three separate errors, then only the first error is indicated on the list. Once you have corrected the first error and re-run the import, then the second error is listed, etc.

Maximum number of records
• A maximum of 99 999 records can be imported from any one file. If you need to import more records, you need to break up the import file into multiple files.

Security considerations
Operator access to the following activities within this program can be restricted. You configure this using the Security Activities function of the Operator Maintenance program.


Importing entries from a file
• Ensure that you have created an import file in the correct layout
1. Select the From file import method and then enter the name of the file that you want to import (or browse for the file) at the File name field.
2. Specify any options required, and then select Import.
3. Select Review file. The details of the import file are displayed in the Details pane.
If you do not select this option, then any errors found in the import file will be displayed in the Details pane. You will need to correct the errors on the import file before attempting to re-import the information.


4. Make any changes, select Validate, and then select Import.


Adding entries directly into the import program
1. Select the Use data grid import method and then enter the required details in the Details pane.


2. Specify any options required.
3. Select Validate and then select Import. If any errors appear, make these changes before importing again.

Exporting column headers to Excel
You would typically follow this procedure to save the listview column headers into an Excel spreadsheet before you capture your import data.
1. Select the Export to Excel icon from the Details pane.
The column headers are displayed in an Excel spreadsheet as well as the company name, date and time of the import.
2. Capture your data in the relevant columns.


Copying entries from an Excel spreadsheet
• Ensure that the required security options are enabled
• Ensure that the date format in the spreadsheet matches the date format used in SYSPRO
• Ensure that you have your Excel spreadsheet ready for copying, or that you have copied the data from the spreadsheet to the clipboard


You would typically use this to save time when adding entries.
1. Select Paste (visible columns only) from the Edit menu in the Details pane.


2. Specify any options required, and then select Validate to validate your entries.
3. Select Import to import the records.


Duplicating listview data rows
You would typically follow this procedure to save time when adding import records.
Duplicating records in a data grid is the equivalent of the Copy/Paste function.
1. Select the row you want to duplicate.
You can select the row by clicking on any cell within the row.
2. Select Duplicate from the Edit menu in the Details pane.



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SYSPRO 7 Upgrade Methodology – Thorough Testing is Key to a Successful Go Live

Written by Sandra Stone:

SYSPRO V7 has a new Database structure, improved SRS printing capabilities, changes to how Custom Form Fields are managed within the system, and many new features and functionality.

These changes make it imperative that a test system and extensive testing of all programs, forms, reports , custom programs, integrations and 3rd party applications be a critical component of the upgrade.

Thorough testing, issue resolution and sign off is the best way to minimize the Go Live risk, and to enable a smooth go live, with minimal disruption to your users and your business.

Phoenix Systems has successfully used this methodology to assist many of our customers in upgrading to SYSPRO V7.

Thorough audit of your infrastructure, applications, documents and reports to ensure all key components are identified and addressed during upgrade. Experienced PM will assist in developing detailed upgrade plan.

  1. Assistance installing TEST SYSRO 7 system and converting your data
  2. Assistance in understanding new structure features and actions required to implement (addresses, Custom Form Fields, Server Side Printing)
  3. Assistance with 3rd Party applications that access SYSPRO database, to ensure version compatible with SYSPRO V7 is installed and tested
  4. Assistance modifying any documents and reports that will be effected by changes in the SYSPRO 7 database structure
  5. Training on new features in SYSPRO V7, and review processes to take advantage of new features, and automation and personalisation capabilities
  6. In depth training available on SYSPRO V7 Securities, System Administration, Power Tailoring
  7. Assistance in complete cycle testing of SYSPRO V7, to ensure all working correctly in preparation for go-live
  8. Assistance in all go live activities, including final database conversion to SYSPRO 7, and end user support
  9. Final review to confirm all is working correctly

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Installing the U/SQL Client Server License for ODBC (SYSPRO ISAM sites)

Written by Jenny Fong:

The ODBC license has a server and a client workstation component. The expiry date for your ODBC license is December 15.

To install the server license, go to the Syspro server.

Start Programs à USQL Client-Server àUSQL Server Manager


Go to the License Manager Tab and click the Create button


Enter the information under the heading U/SQL Server Connection(s) License of your License Form provided by Phoenix Systems. This is case-sensitive. Click Create license when completed.



Click I Agree


Click Yes to overwrite your existing license



Go to the Server Control tab and click Start Server. This will restart the ODBC services on the server.


The traffic light will turn green. Click Save and Exit


The server has now been updated. In order for the workstations to connect to the Syspro database, the ODBC client license must also be updated. Note that each workstation must use a different client license number. It is good practice to record which workstation has been allocated to each ODBC client license.

On the workstation, go to Start Programs à USQL-Client à License Tool


Remove the existing license


Click License Form to enter your new license number



Retrieve your client license from the License Form provided by Phoenix Systems


Enter the information and click Install when completed.   Click I Agree and close the final screen.


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Installing Licenses

Yes, it is that time of the year and once again you have to import your new SYSPRO License.  Occasionally people receive error’s when importing their license.  We would like to offer a few Tips & Tricks if you should run into problems.

Written by Heather MacLaren:

While importing your new license , you receive the warning message:

“One or more of the system level parameter in the license file are different from your current system settings message “

import warning message

You are receiving this message because there has been a change in your license seats.

In the example below, the current system setting has only one license seat for POS users where the new license now has two license seats.

Current and new settings

Prior to importing your new license, review the new license to identify any changes . If there are any changes , you can edit the license configuration by navigating to System Set up >General Tab> Edit License Information

  1. Navigate to System set up > General Tab
  2. Select Edit License information


SYSPRO 7 SYSTEM SET UPSelect OK to the Edit License Information

The number of license seats are now available to edit.

3.  Edit the seats that require changing


4.  Edit seats that require changing.


5.  Select Save and then select Yes in order for the change to take effect.


6. Log into Syspro > Select Company Browse> Highlight company > Select Change


7.  Select Registration Tab and import new license.


If you receive the message when logging into Syspro and cannot access System Set up within Syspro, the IMPACT.ini file can be changed. This file contains the various settings including the System set up settings.

NOTE: Care must be taken when modifying this file and should only be done by an administrator.

  1. Navigate to …:\SYSPRO61\WORK\IMPACT.INI or …\SYSPRO7\WORK
  2. Open in notepad
  3. Change the system settings to match the new license.


4.  Save the change


5.  Log into Syspro > Select Company Browse> Highlight company > Select Change

LOG INTO SYSPRO    6.  Select the Registration Tab and import new license.


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Tip’s & Tricks for SYSPRO Year End including 1099 Taxes

Written by Michelle Cunefare:

As the end of the year approaches, many of you may be reviewing the year end closing procedures for SYSPRO.  Phoenix Systems would like to remind you of some key settings while running the year end in the Accounts Payable and General Ledger Modules.  If your fiscal year is not based upon the calendar year, the information in number 1 below still applies for your December month end close in Accounts Payable if you issue 1099’s.

There are two key settings to remember when processing year end in SYSPRO:

  1.  In Accounts Payable Period End check “Set 1099 accumulated payments to zero” and select start processing. Then process your yearend or December month end if your fiscal year is not based upon the calendar year.  This function takes the accumulated net payments and updates the prior year before resetting to zero for the current year.  This ensures 1099’s can be printed with the correct years’ accumulation.  If your fiscal year is not calendar year end based, then this process should be still be run during the month end processing for December.   The set 1099 function is run as a separate process from the month or year end.  PLEASE NOTEThis function does not create a report and does not give you any message that it was run successfully.  Do not run more than once!   To validate that it was run go into Supplier set-up for a supplier that had payments during the year and validate that the accumulated net pay field is now set to zero. When you subsequently run the 1099 label print then you would select previous year in the 1099 Tax Year Section of the label print options.

Version 6.0:


Versions 6.1 and 7.0:


2.  When you are ready to process the General Ledger year end, make sure you check “Set expense and revenue accounts to zero”.  This ensures that revenue and expense accounts are correctly rolled into retained earnings for the next year.  If you do not check this you will have to roll these accounts manually! 

Version 6.0:


Versions 6.1 and 7.0:


We hope you find this useful.


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Integrated Systems-The Way To Go For SMEs

As SME businesses grow, they often realize that certain internal processes fail to keep up with demand. The ability to scale the business effectively and efficiently while maintaining customer service and support is paramount to the success of the business.

Unfortunately, most companies try to solve these problems in the quickest, least expensive ways possible – procuring software that address these individual pain processes.

However, this typically leads to one of the biggest challenges facing growing organizations – a network full of disparate standalone databases or data centres, each running data that does not communicate with each other, and is also not integrated with the company’s ERP.

As the business continues to grow, these un-integrated systems create operational inefficiencies that can hinder the customer relationship and, ultimately, negatively impact the bottom line.

This invariably leads to:

• Wasted Employee Productivity
• Lack of Real-time Visibility
• Integration Cost Centres
• Customer Experience issues

On the other hand, here are some of the key areas in which growing companies can benefit from operating in an integrated environment:

• Process efficiency across the entire organization
• Real-Time Visibility and access to all data
• Significant IT time and cost savings

Using an enabling technology like e.Net to integrate bolt-on software or custom programs with your ERP solution quickly and easily enables companies to operate more seamlessly using one trusted single source of truth.

Sophisticated business software packages help you manage your data and operations. e.Net helps you manage and streamline your sophisticated business software packages.

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