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Have you forgotten why you have stock?
Inventory is often seen as a cost center, a necessary evil, or a buffer against uncertainty. But at its core, inventory serves one essential purpose: To ensure that the next machine, the next process, or the customer is not left waiting. That’s it. That’s the primary reason to carry stock. Everything else—financial reporting, warehouse optimization, stock rotation—comes second to this truth. The challenge is that many companies forget this purpose. Inventory is often managed reactively, driven by vague logic, habit, or the fear of running out. Rarely is it approached as a strategic enabler of customer service. When inventory fails its purpose Visit any factory or warehouse, and you’ll likely find the same symptoms: Full shelves, but missing critical components. Capital tied up in excess stock that no one seems to need. Expedited shipping costs piling up to cover for poor availability. Obsolete or misplaced parts that are out of sync with actual demand. These are signs of low-quality inventory—and it’s not just about how much stock you have. It’s about having the right stock, in the right place, for the right reason. What is inventory quality? Inventory quality is the often-overlooked measure of how well your stock supports your operations and your customers. High-quality inventory: Is driven by actual demand and replenishment signals. Falls within an ideal range—between safety stock and maximum stock. Is positioned correctly in your network to support manufacturing and delivery. Is visible, traceable, and aligned with upstream and downstream processes. Low-quality inventory, on the other hand: Is misaligned with demand or outdated. Ties up capital but provides little operational value. Results in stockouts for critical items and overstock for slow movers. Accumulates in the wrong location or goes unnoticed until it becomes a problem. The strategic role of inventory in different market conditions Inventory management is not static—it plays different roles depending on market conditions. In growth markets, inventory is a service enabler. It supports quick delivery and helps you win new business. In downturns, inventory becomes a cash lever. Reducing unnecessary stock can free up working capital for other investments or cushion against revenue fluctuations. In both scenarios, the quality of inventory becomes a competitive advantage. The key is not just reacting to excess or shortages, but managing stock intentionally and systematically. Moving from guesswork to smart inventory management Unfortunately, many inventory decisions are still based on gut feeling or outdated spreadsheets. What’s needed is a more structured approach—leveraging modern ERP tools to make inventory work for you, not against you. Here are a few questions we often ask customers in their first inventory assessment: What is the stock position of the items supporting manufacturing and delivery? Are reorder points calculated based on variability in demand and lead times? Is the replenishment logic aligned with your production plan and S&OP process? Which items are critical to bottleneck operations? Are items located where they’re actually needed? These questions help uncover the real story behind your stock—and often, it’s eye-opening. How RamBase helps With RamBase Cloud ERP, we help manufacturers get control over their inventory by combining: Real-time visibility into stock status, movements, and locations. Automated replenishment logic based on historical trends and lead times. Alerts and analytics to identify overstock, obsolete stock, and critical shortages. Integrated processes from sales and production planning to procurement and logistics. Whether you’re looking to improve delivery reliability or free up capital, we believe inventory should be a lever for performance—not a liability. If you suspect your shelves are full but your customers are still waiting, it’s time to focus on inventory quality. Let’s start the conversation.
RamBase
Does UX in ERP Systems Matter?
In the era of digital transformation, where technology is becoming increasingly integrated into every aspect of our professional lives, User Experience (UX) in the Enterprise Resource Planning (ERP) sector is taking on a new, crucial significance. For many organizations, ERP systems are the backbone of their business operations, integrating key functions such as financial management, supply chain, manufacturing, and human resources. However, in the face of a generational shift in the labor market—where younger generations expect fluidity, intuitiveness, and technology tailored to their needs—the traditional approach to ERP systems may prove insufficient. Learn whether UX in ERP systems truly matters. The Importance of UX in ERP Systems In this context, UX in ERP systems is no longer just an added bonus—it has become a necessity. As the labor market evolves and digital natives enter the professional arena, companies that neglect the UX aspect of their ERP systems may find themselves at a disadvantage. Conversely, those that understand and adapt to the growing role of UX gain a significant competitive edge. Users now expect not only functionality, but also ease of use, aesthetics, and a personalized experience—and ERP systems are no exception. However, this evolution also carries risks. Many ERP systems risk “sleeping through” this critical moment by clinging for too long to outdated interfaces and complex user processes. This can lead to user frustration, reduced productivity, and ultimately a loss of market competitiveness. Therefore, in this article, we explore how and why companies should adapt their ERP systems to the new UX reality—not just to survive, but to thrive in a rapidly changing business world. Generational Change and Its Impact on ERP Generational change is a significant factor influencing the development and evolution of ERP systems. With the arrival of a new generation of employees raised in a world dominated by digital technology, expectations around functionality and usability are also changing. The younger generation, often referred to as “digital natives”, has grown up surrounded by intuitive and highly interactive technologies. As a result, their approach to work and the tools they use is fundamentally different from that of older generations. For users who grew up with smartphones, tablets, and direct, almost instantaneous communication, traditional ERP systems may seem outdated and unintuitive. Their expectations focus on quick access to information, simplicity of operation, and interface aesthetics. This generation seeks solutions that not only manage resources and business processes efficiently but also deliver a pleasant user experience similar to the consumer apps they are familiar with. In contrast, older generations of ERP users—raised in a pre-digital era—may be more inclined to accept systems with more complex interfaces and less intuitive processes. For them, the main priority is functionality and reliability, rather than usability or design. This divergent approach to workplace technology poses a challenge for ERP system designers and developers. They must find a balance between meeting the expectations of the new generation—demanding fluidity and intuitiveness—while also accommodating the needs of older users who value proven, if more complex, solutions. Striking this balance requires not only understanding the differences between these groups but also designing systems that are flexible and adaptable to a wide range of needs and preferences. In this rapidly changing environment, UX becomes a key factor that can determine the success or failure of an ERP implementation. UX as a Decision-Making Factor in ERP Selection? In today’s business landscape, where purchasing decisions are increasingly driven by expectations for user experience quality, User Experience (UX) is emerging as a decisive factor in choosing ERP systems. Companies striving for greater efficiency seek solutions that not only streamline business processes but are also user-friendly. In this context, ERP systems with better-designed user interfaces gain an advantage because they attract organizations looking for more intuitive and less complicated tools. A clear and intuitive ERP interface not only simplifies work and reduces training time but also increases employee engagement. Employees who feel comfortable with the tools they use are more likely to use them effectively—resulting in higher productivity and better business results. Organizations understand that investing in a system with well-designed UX can deliver significant long-term benefits, both operationally and financially. On the other hand, ERP vendors who ignore the importance of UX risk losing their competitive edge. As more companies focus on interface quality, vendors offering complex, unintuitive systems become less attractive to potential clients. This trend is pushing the industry to invest in UX research and development to meet growing user expectations. As a result, UX is becoming not only a differentiating factor among ERP systems but also a key criterion in corporate decision-making. Increasingly, organizations recognize that high-quality UX can bring substantial benefits in efficiency, user satisfaction, and overall business effectiveness. Therefore, when choosing an ERP system, companies no longer focus solely on features or price but also on how the system supports and facilitates employees’ daily work. In this perspective, ERP vendors face growing challenges—especially those without a long-term plan to improve UX. Vendors that understand this dynamic prioritize user-centered design from the start. It’s no longer just about a visually appealing interface—it’s about making it logical, intuitive, and tailored to daily tasks. Such an approach enables faster system adoption, which is especially important when transitioning from one ERP to another. Investing in ERP UX is also crucial for talent retention. In the global labor market, where employees have a wide range of job opportunities, the quality of daily-use tools can be a decisive factor in choosing an employer. Companies offering modern, user-friendly ERP systems can attract and retain valuable employees who seek an environment that fosters innovation and efficiency. Moreover, in the digital era—where data is the new business currency—ERP systems with high-quality UX simplify access to key business insights. Clear dashboards, intuitive analytics tools, and real-time access to information enable faster decision-making and more agile responses to market changes. This boosts not only operational efficiency but also forecasting and adaptability to future challenges. Good UX practices in ERP also improve cross-departmental collaboration. Easy-to-use systems encourage knowledge sharing and teamwork, leading to a more integrated approach to enterprise management—where different departments can work and share information effectively. In conclusion, UX in ERP systems is no longer a “nice-to-have” but a critical element that influences purchasing decisions, operational efficiency, talent retention, and overall market competitiveness. ERP vendors that understand and implement these principles can deliver significant added value—going beyond traditional system functions. In a fast-changing business world, where adaptation and innovation are key to success, UX in ERP has become an essential element of corporate strategy. Block Quote The Future of UX in ERP: Innovations and Trends The future of UX in ERP systems looks fascinating, with technological innovations such as Artificial Intelligence (AI) and Machine Learning (ML) playing a pivotal role in this transformation. These technologies have the potential to radically change how users interact with ERP systems, making them even more intuitive and tailored to individual needs. AI can be used to personalize user experiences by analyzing behavior and preferences to adapt interfaces and functionalities to specific requirements and work styles. An example of AI in ERP is the automatic enhancement of decision-making processes by delivering precise, real-time analytics and forecasts. With machine learning, ERP systems will be able to predict market trends, detect data anomalies, and recommend optimal actions—significantly improving operational efficiency. Another important trend is the use of AI-powered voice interfaces and chatbots, enabling more natural and direct interactions with the system. This approach can greatly lower the entry barrier for new ERP users unfamiliar with traditional interfaces, allowing them to quickly obtain necessary information or complete tasks through simple voice commands or conversations with a virtual assistant. Integration with Augmented Reality (AR) and Virtual Reality (VR) also opens new possibilities for UX in ERP. These technologies can be used to create more immersive and interactive training experiences or to visualize complex business data—helping users better understand and analyze information. In all these cases, the key will be to ensure that new technologies are implemented in a way that is intuitive and user-friendly. The future of UX in ERP will depend not only on technological sophistication but also on understanding human interaction with these tools—creating systems that are both powerful and enjoyable to use. As the ERP industry moves toward greater integration with emerging technologies, UX remains a critical factor shaping the future of the sector. Block Quote Why UX Cannot Be Ignored in ERP To sum up, User Experience (UX) in ERP systems has become an aspect that cannot be ignored. Its importance is growing due to the generational shift in the labor market and rising user expectations. New generations of employees, raised in the digital era, expect ERP systems to offer not only functionality but also intuitiveness, aesthetics, and personalization. This shift poses a challenge for traditional ERP systems, which must evolve to meet these new standards. Good UX in ERP not only facilitates daily work but also contributes to higher operational efficiency, better cross-departmental collaboration, and faster decision-making. In an era where data is key to business success, ERP systems with well-designed UX allow easier access to and analysis of information. Moreover, in the context of global competition and the war for talent, ERP systems with higher UX standards become a crucial factor in attracting and retaining valuable employees. The growing importance of UX in ERP is also evident in the technology sphere. The development of AI, ML, voice interfaces, and AR/VR opens new horizons for user experience. These innovations have the potential to transform how we work with ERP systems—making them more intuitive, efficient, and tailored to individual needs. As a result, companies that ignore UX in their ERP systems risk losing market competitiveness. In contrast, those that embrace and invest in UX gain a significant advantage—offering their users not just a resource management tool, but a platform that is both enjoyable and effective to use. In today’s dynamic business environment, where adaptation and innovation are key to success, excellent UX in ERP is no longer a luxury but a necessity. The role of UX in ERP systems discussed in this article is especially important in relation to the “modern” user and will only grow along with generational change. Almost every business process carried out in an IT system involves a human. It’s no secret that the easier it is for someone to use a solution, the more willingly and efficiently they will do so. The result? The entire organization benefits—reacting faster to current events, saving time, and improving operational performance. This desired end result, however, requires the right approach—people are different, and the generational shift will bring thousands of individuals into companies who have been raised in a digital culture from birth. The skills and expectations of “digital natives” are significantly different from those of older employees. As IT solution providers, it is our role to reconcile the requirements of these groups, ensuring system usability, efficient information flow, and the ability for companies to remain competitive. UX is not only about the pleasure of using a system—it is also a major competitive advantage that, in the long term, can be the key to a company’s growth. Block Quote
MarekMac
Agentforce Cuts Sales Quoting Time by 75%, Dramatically Reduces Manual Work for Reps
Quoting should be simple. But for most sales reps, it’s anything but. They are forced to hunt for the right combination of SKUs, interpret complex pricing rules, check legal terms, and wait on approvals, all while under pressure to move fast. A single mistake can lead to delays, rework, or worse: sending an incorrect quote. This inefficiency directly slows down deal velocity and revenue. That’s why Salesforce is introducing Agentforce for Revenue. It brings digital labor that takes on routine work like quoting, follow-ups, and data entry, so every rep can focus on building relationships and driving revenue. Embedded in Revenue Cloud, this solution combines the power of humans and AI agents to streamline the entire quote-to-cash process, from quoting and contracting to ordering and invoicing, with greater speed, accuracy, and confidence. Instant quotes with Agentforce for Revenue Agentforce empowers reps to create accurate, customized quotes in seconds. Reps simply describe what they need — like “Quote a new generator with the usage-based energy pack” — and Agentforce instantly generates the quote, automatically pulling the correct products, pricing, and terms. Salesforce is already using Agentforce internally and has seen a 75% decrease in quoting time along with an 87% reduction in clicks for its own sales team. And it’s not just Salesforce seeing results. Agentforce is designed to deliver quoting speed and accuracy to customers across any industry, from manufacturing to healthcare. Take AdMed, Inc., a leader in pharmaceutical and biotech training, which is now leveraging Revenue Cloud to modernize its sales process. “Revenue Cloud is transforming the way we do business,” said Bill Francy, President of Client Services at AdMed, Inc. “We’re currently piloting the new quoting agent, and we expect it to cut manual work, accelerate deal cycles, and get quotes to clients faster than ever. It’s not just about efficiency. It’s about unlocking more closed-won opportunities and scaling smarter.” Block Quote Faster, smarter product configuration Generating a quote is only the first step. To truly unlock speed and accuracy across the entire quoting journey, sellers also need a smarter way to configure products. After a quote is kicked off by Agentforce, sellers use Revenue Cloud’s enhanced Product Configurator to quickly tailor complex offerings, including quotes with more than a thousand line items. Unlike traditional CPQ tools that rely solely on rigid, rule-heavy systems, Salesforce’s new constraint-based logic engine augments those traditional approaches, giving customers the flexibility to handle whatever complexity their business demands. It uses bidirectional rules and point-and-click templates to dramatically reduce rule maintenance and authoring time. Think of it as a GPS for quoting that guides reps to valid configurations in real time, speeding up time-to-quote. Why it matters Today’s revenue operations are more complex than ever. According to Deloitte, 71% of B2B executives struggle with manual, fragmented sales processes — and 13% of deals are lost because of disconnected tools. As hybrid monetization models become the norm, reps don’t have time to manually piece together subscriptions, usage-based pricing, and service offerings. Revenue Cloud, powered by Agentforce, eliminates that complexity, unifying all transaction types on a single quote, and carrying the transaction data through to the order and invoice. How it works To make this possible, Salesforce rebuilt its CPQ solution as the all-new Revenue Cloud: the industry’s first composable, AI agent-powered revenue platform. Its API-first architecture embeds every revenue business process within accessible APIs, making it easy for agents to sit atop and interact with those processes. “Salesforce CPQ helped usher in the second wave of revenue management by enabling recurring revenue at scale,” said Meredith Schmidt, EVP and GM of Revenue Cloud at Salesforce. “Now, with Revenue Cloud, we’re delivering the third wave: revenue management powered by an API-first, composable, and agent-ready platform that lets revenue flow seamlessly across every channel, from sales reps and partner portals to self-service and field service.” Agentforce and Revenue Cloud unify structured and unstructured data (purchase history, product catalogs, connected asset insights) for timely, accurate actions. This data, harmonized in Data Cloud, powers Agentforce’s agentic AI, enabling teams to deploy autonomous, goal-oriented agents that can reason and act. Unlike traditional AI assistants that merely suggest next steps, Agentforce executes tasks end-to-end, freeing sellers for higher-value work. Throughout the entire process, data is protected by the Salesforce Trust Layer. Agents operate securely within employee-specific permissions, helping to ensure both agent and employee access only authorized data and actions. This allows every quote to comply with company policies, pricing rules, and customer data, significantly reducing time-to-quote. Dig deeper These innovations are part of Salesforce’s Summer ’25 release, the biggest yet for Revenue Cloud, and all are available today. With this release, Revenue Cloud provides teams with greater power, flexibility, and speed than ever before. Additional capabilities include: Seamless Workflows with Slack and CRM: Agentforce is available in Slack via API, as well as from the opportunity, quote, and account records within Salesforce. This means sellers can start, edit, and finalize quotes from wherever they are, all within the same flow of work. Quotes follow the transaction, so there’s no rekeying or duplication. Revenue Cloud Billing: As a complete revenue platform, Revenue Cloud’s API-first architecture empowers users to create their own agents to support any process across the quote-to-cash lifecycle, including billing. With all data from quote to invoice on a single platform, Revenue Cloud Billing facilitates accurate and transparent invoicing. Revenue Management Intelligence: Sales, finance, and operations teams can accelerate decision-making with real-time visibility into their entire revenue lifecycle. Tableau Next, embedded in Revenue Cloud, provides a clear view of key metrics like pricing trends, order flow, and revenue performance, empowering teams to act instantly on insights. For current customers Salesforce remains committed to supporting current Salesforce CPQ customers, as it continues to be a robust solution for many businesses. Customers can renew contracts, add licenses, and count on full support. For those ready to begin their migration to Revenue Cloud as their complete, agentic revenue platform, Salesforce offers a strong ecosystem of trusted partners to help guide the transition.
Salesforce
ERP System for Manufacturing – How to Choose the Right Vendor?
Choosing the right ERP system for manufacturing is a crucial step in a company’s digital transformation journey. The market offers a wide range of solutions that differ in functionality, pricing, and integration capabilities. How can you make the best decision? Here’s a practical guide to help you select the ideal vendor tailored to your business needs. Why Is Choosing an ERP System for Manufacturing So Important? An ERP system is the core of every digital organization. In manufacturing, it supports processes from order management and resource planning to monitoring production efficiency. However, the ERP system alone is not enough. To deliver maximum benefits, it should be well-integrated with external solutions such as MES (Manufacturing Execution Systems), WMS (Warehouse Management Systems), or TMS (Transportation Management Systems). Example ERP systems for manufacturing you’ll find at myerp.global/systems include: SAP Business One – ideal for medium and large enterprises, offering advanced customization. Microsoft Dynamics 365 Business Central – a modern tool supporting process automation. IFS Applications – focused on project and production process management. How to Evaluate an ERP Vendor? Choosing an ERP vendor is not only a technological decision but also a strategic one. Here are the key factors you should consider: Industry Experience – the vendor should have experience working with manufacturing companies and understand the specific needs of the sector. System Flexibility – can the system be easily customized to meet your production-specific requirements? Integration Capabilities – ensure the vendor provides comprehensive support for integration with other systems. Technical Support and Service – the stability of the system depends on prompt assistance in case of issues. Recommendations and Reviews – check how other clients rate their cooperation with the vendor. Digital Transformation – What Else Should You Know? Digital transformation requires more than just the right ERP system – it also involves a shift in organizational mindset. It’s essential to understand that ERP is just one part of a larger ecosystem. Collaboration with external providers of MES, WMS, or CRM systems helps create a comprehensive production environment that boosts efficiency and competitiveness. Instead of treating ERP implementation as a one-time project, it’s better to see it as a long-term investment in organizational development. This way, your company will be ready to face the challenges of the future. Conclusion Choosing the right ERP system for manufacturing requires analyzing your needs, integration options, and carefully evaluating vendors. Use the insights from the report available at myERP.pl/raport and schedule a free consultation to ensure your company gets the best technological solution. Don’t wait – digital transformation is the future, and it starts today! Partner with Us – Showcase Your ERP Solutions Are you an ERP vendor or implementation partner supporting the digital transformation of manufacturing companies? Join our growing network of technology providers on myERP.pl. By adding your company profile or listing the ERP systems you implement, you gain visibility among thousands of businesses actively seeking modern IT solutions. Take advantage of: A dedicated profile page with contact details and project experience Visibility in comparison guides and expert content The opportunity to share case studies and client success stories 👉 Contact us directly to become part of the leading portal for ERP and business technology in Poland. Let’s build the future of digital transformation together!
MarekMac
Benefits of implementing Microsoft Dynamics 365 for accounting teams
Implementing a new ERP system such as Microsoft Dynamics 365 is, on the one hand, a large-scale project that adds extra work – especially for Finance and Accounting. On the other hand, it is a chance to automate repetitive tasks, improve data consistency and save time over the long term. That is why, from day one, it pays to highlight the real benefits the new tools will deliver to the team. Below are two practical examples of features that, in my experience, make a noticeable difference to everyday accounting work: Automatic VAT reclassification In many organisations, once the JPK_V7M file is generated, accountants manually move input and output tax to the VAT settlement account, reconciling that balance with the VAT return. With D365, the right configuration enables you to: automatically reclassify transactions from sales and purchase VAT accounts to the VAT settlement account; set up the tax office as a vendor so the VAT payable/receivable is posted directly to it; trigger the posting when the user decides – controlled yet automatic; keep the settlement-account balance aligned with the amount shown in the VAT return; post required rounding differences in line with regulations; record adjustments for a specific VAT period. Team benefits: time saved (no manual entries), lower risk of posting errors, consistent data and full compliance with reporting rules. Period-end valuation of receivables and payables D365 offers a robust foreign-currency valuation feature that lets you: automatically revalue open items (receivables and payables) using the National Bank of Poland (NBP) rate; preview a draft report before posting – so you can check data and exchange rates; flexibly set valuation parameters, choosing a single currency or all currencies, posting dates, exchange-rate dates, or specific business partners; automatically reverse the valuation in the next period or continue it into the following month; post realised FX differences when an item is cleared, simultaneously reversing the valuation; view posting results per supplier or customer transaction. Team benefits: statutory compliance, full control over valuation settings, and automation with an option for manual oversight – the perfect balance. Summary For Accounting, D365 enriched with Polish localisation is more than another IT tool – it is an opportunity to automate workflows, improve data quality and minimise errors. From project kick-off onwards, show accountants concrete features that address their daily challenges, and the system will quickly prove its value.
EdytaPolańska
SSRS, Excel and Word – creating your own operational reports in Dynamics 365 Finance & Supply Chain Management
If every tiny change to an invoice or order confirmation means calling IT or your ERP partner, the reporting system is running you – not the other way round. In a fast-moving business world you need tools that save time instead of eating it. Dynamics 365 Finance & Supply Chain Management (F&SCM) lets you build operational reports and documents in several ways: classic SSRS layouts, Excel or Word templates, and the newer Business Documents. Most tweaks can be done without writing a single line of code. Below is a quick tour of each option. SSRS reports – instant access to operational data SSRS (SQL Server Reporting Services) is Microsoft’s long-standing engine for pixel-perfect reports. Out of the box you already get hundreds of layouts – think trial balances, journals, warehouse picks and puts, plus sales and purchase invoices – generated almost in real time without exporting data. You can even schedule actions, like emailing a customer their invoice right after posting. During an implementation most companies tweak these reports: deciding which documents they need, what they should look like, and which data fields to show. The downside? You still need a developer when the structure changes, which can add cost and slow things down. SSRS is also less flashy than modern analytics tools. Still, it’s hard to beat for automation, security and multi-format exports. Excel and Word templates – reporting without code Less common but very handy are Excel and Word templates tied to data entities (system data views). You create a document – say a contract or order confirmation – where the static text stays put while fields such as customer name, net value or delivery date fill themselves in. In Excel you can pull live data into a pre-formatted sheet with filters, sorts and color rules ready to go. If you know Office, you’re good; no Visual Studio required. Business Documents – Word layouts with branding Business Documents build on Word too, but focus on user-friendly styling. You drop in your logo, company colors and fonts once and reuse the template for things like sales invoices. Business users can update the look and feel on their own. Logic and data options are leaner than in SSRS, yet for many customer-facing docs the trade-off is worth it. Summary ERP is supposed to make reporting easy; otherwise, why hold all that data in one place? With Dynamics 365 you can: keep documents visually consistent with your brand, tweak layouts in minutes instead of calling IT, let business teams build the reports they need themselves. If an invoice still needs to pass through three people before it “looks right”, it’s time for a change.
PawełMusiej
SAP vs IFS. A comparison of two powerful ERP systems
Choosing the right enterprise resource planning (ERP) system is crucial for the long-term success of any organization. IFS and SAP are two popular options that help companies optimize their business processes. In this article, we’ll look at the similarities and differences between these two solutions to help you decide which one is right for you. Functionality Both IFS and SAP offer a wide range of features, such as financial management, supply chain management, production, and human resources. Both platforms are scalable, allowing them to be tailored to the needs of growing organizations. Integration IFS and SAP alike are designed for easy integration with other business applications, enabling you to build a cohesive enterprise ecosystem. Cloud Availability Each platform is available both on-premise and in the cloud. This flexibility lets companies choose between local data storage or the elasticity and scalability of cloud solutions. Support Both IFS and SAP provide multi-tiered customer support, including implementation assistance, training, consulting, and technical support. Cost License, implementation, and maintenance costs vary depending on the system, version, and organizational needs. Generally, SAP is considered more expensive, but you should weigh its feature set and your deployment requirements before deciding. Security and Compliance In today’s regulatory environment, robust security and compliance capabilities are nonnegotiable. SAP offers extensive built-in controls and a comprehensive GRC (Governance, Risk & Compliance) portfolio, making it especially suitable for highly regulated industries. IFS also delivers strong security measures—such as role-based access, encryption, and audit trails—and emphasizes rapid compliance with evolving standards. When choosing between them, consider not only the cost of compliance but also how each platform’s security framework aligns with your industry regulations and internal policies. Similarities and Differences (Gartner Data) Overall Rating Both IFS and SAP score highly in Gartner’s ERP Magic Quadrant, yet their overall ratings differ slightly. IFS earns top marks for functionality, ease of use, and support, whereas SAP stands out for its robust infrastructure and extensive partner ecosystem. Ease of Use IFS is frequently praised for its intuitive, user-friendly interface, which allows users to quickly adopt its features. SAP, while offering a wealth of advanced capabilities, can present a steeper learning curve—especially for those unfamiliar with ERP systems. Implementation and Configuration Both platforms are flexible and scalable, but they differ in the time and resources required for deployment. IFS is often seen as quicker to implement, whereas SAP may demand a larger implementation team and longer configuration period to tailor the system to organizational needs. Innovation SAP leads in cutting-edge technologies such as artificial intelligence, machine learning, and big-data analytics. IFS also invests heavily in innovation, focusing on adding value through user-centric features and industry-specific enhancements. User Feedback Gartner user reviews highlight that IFS fans value its ease of use, support quality, and fast deployment, while SAP users appreciate its comprehensive feature set, scalability, and advanced tech stack. Align your choice with your company’s specific requirements and learn from the experiences of peers in your industry. Industry Focus IFS is often chosen by mid- to large-size industrial companies—energy, aerospace, defense, and telecommunications are typical use cases. SAP enjoys broad adoption across finance, retail, services, and manufacturing sectors. Your industry’s nuances may tip the scale toward one solution. Training and Education Both vendors provide extensive training programs and certification paths. IFS users frequently commend the responsiveness of support teams, whereas some SAP users report longer resolution times—an important consideration if rapid problem-solving is critical. Summary Deciding between IFS and SAP hinges on your organization’s unique goals, regulatory requirements, and budget. Leverage Gartner’s data and peer insights to weigh ease of use against technological depth, implementation speed against ecosystem strength, and security frameworks against compliance demands. By matching each platform’s strengths to your strategic priorities, you’ll invest in the ERP that delivers the greatest long-term value for your business.
MarekMac
Document Management vs. Records Management: Which One Do You Need?
So, you’re ready to digitize your business records to maintain compliance with government and industry regulations. Should you be looking for a document management system or software that is exclusively for records management? Document management enables you to digitize and archive both documents and records. Let’s explore the differences between the two to clarify the situation. What is records management? Records are evidence of a transaction, decision or commitment that an individual, company, nonprofit or government agency has made. A document becomes a record after a business process is completed. Records often contain many parts that can include documents, photos and videos. Proving compliance, limiting access to information to authorized personnel, ensuring security and enforcing retention schedules are among the main objectives of records management. The primary components include: Archiving: A record must be saved in a secure repository with a unique identifier and indexed so that it can also be retrieved by name, date, keyword, fulltext search and other criteria that an organization defines. Retention schedule enforcement: A record must be stored and eventually destroyed according to a defined set of rules established for each document type. Access controls: Authorized users must be able to access, retrieve and read the record – but do not have the ability to change it. Occasionally, there is a reason to allow changes to the metadata associated with it. Audit trail: The lifecycle of a record should be trackable from beginning to end. Security: Encryption and a robust access rights structure are necessary to prevent unauthorized changes. Disaster recovery and business continuity: Records must be stored in multiple locations in paper or electronic format to preserve them in case of natural or manmade disasters or a data breach. What is document management? Document management provides business-critical functions that meet every records management requirement as well as those that are part of active business processes. It captures, organizes, and manages paper and digital documents while facilitating easy collaboration and retrieval. Unlike records management, which is concerned with preserving final, immutable evidence of actions taken, document management addresses the entire document journey, including drafts, revisions, discussions and works in progress. Its core capabilities include: Indexing: A DMS platform transforms documents into manageable information by reading key portions of data and storing each data point as an index value. These index values describe the purpose and content of the document and are ultra-efficient for searching and organization. Archiving and retrieval: This process takes place after records are routed to the correct location via automated workflows. The index data previously assigned to the record ensures clear organization and quick retrieval by authorized users. Digital workflows: Document management software uses predefined steps based on an organization’s business rules. The workflow also controls the activities that start it; for example, storing an incoming invoice or other document. Certain deadlines or a change in the status, like approval, can also kick off a workflow. Automated workflow management controls and monitors the workflow with minimal human intervention. Most document management systems include comprehensive security and backup measures including: Authentication via a unique username and password. This not only allows specific access rights to be assigned but ensures a complete audit trail of which document was accessed, by whom, and what actions were taken. Encryption of cloud-based communication through TLS, HTTPS and HSTS to protect against protocol download attacks and cookie high jacking. Geographically distributed digital backups, housed in high-security data centers to safeguard vital information and ensure quick data recovery without unexpected costs. Document management vs. records management: what are the key differences? Document management and records management might seem alike at first glance, but they handle different business needs. Records management focuses on maintaining evidence of business transactions and regulatory compliance, while document management encompasses a broader approach to handling information throughout an organization. Records are: Not in active use. Stored in final form. Cannot be edited or revised. Often subject to internal and external audits to confirm compliance with industry, state and federal regulations. As a result, record management systems enforce strict retention schedules and focus on documents that have completed their active lifecycle. This contrasts document management which: Handles documents throughout their entire lifecycle, including creation and active use. Focuses on collaboration and the efficient flow of information. Enables document editing, versioning and tracking. Emphasizes accessibility and productivity across the organization. DMS software incorporates digital workflows automation and provides data security and protection against cyberthreats for both active documents and records. The cost and chaos of manually monitoring record retention schedules Managing retention schedules manually is a daunting and error-prone task that can lead to serious compliance issues and financial penalties if it’s not done properly. You’ll notice that the retention requirements in the brief examples below vary widely. This makes it difficult, if not impossible, to keep track of retention schedules without a record management system. Student records These retention schedules are governed by the Family Educational Rights and Privacy Act (FERPA). Temporary student records like attendance data — at least 5 years. Permanent records — at least 60 years. Consequences of noncompliance include: The possibility that a public school may lose funding from the Department of Education. Business tax records Past tax returns — 3 years. Receipts — 3 years. Employee tax records — 4 years. Deduction of the cost of bad debt —7 years. Consequences of noncompliance include: Paying extra tax because your company has not kept proof of planned deductions; tax adjustment after an audit and audit failures that result in large fines. Sarbanes-Oxley Act (SOX) Audit and review documents — 7+ years. Payroll records, tax records, ledgers and other records — 7+ years. General correspondence, credit card receipts and employment applications — 3 years. Consequences of noncompliance include: the potential for millions of dollars in fines and penalties brought against a company as well as removal from listings on public stock exchanges. The Health Insurance Portability and Accountability Act (HIPAA) HIPAA provides federal protections for personal health information (PHI) held by covered entities, such as hospitals and insurance companies, and gives patients an array of rights with respect to that information. HIPAA does not mandate medical records retention requirements because each state has its own laws and HIPAA does not pre-empt them. However, HIPAA data retention requirements apply to documentation like policies, procedures, assessments and reviews. These documents – must be maintained for 6 years after the content was last used or in effect. When a state-mandated records retention period ends, the Protected Health Information (PHI) must be destroyed according to HIPAA standards. Consequences of noncompliance include: Substantial fines and penalties. General Data Protection Regulation (GDPR) GDPR is a European Union (EU) regulation that has far-reaching effects. Even if your organization isn’t based in Europe, it will still have to comply with GDPR if it works with customers or companies in the EU. GDPR data retention rules require any personal data that is collected or processed to be kept only for as long as data is required to achieve the purpose for which the information was collected, although there are exceptions. Consequences of noncompliance include: If there’s a likely infringement, a warning may be issued. If there is a proven infringement, there is the potential for a reprimand, a temporary or permanent ban on data use and a fine of up to 20 million euros or 4% of a company’s annual revenue depending on which is higher.
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