Heron Point Seafood
Importer & distributor of crab meats
Operations at a Glance
Managing product lot numbers separately with QuickBooks and manually on spreadsheets resulted in errors and frustration when trying to keep track of inventory.
Connect all operations with one system that does lot number tracking and has bi-directional sync with QuickBooks.
Saves 3+ hours a day by eliminating inventory discrepancies with a centralized system that tracks lot numbers in real-time.
Did anyone order fresh, flavorful crab with a side of superior customer service?
In addition to providing great customer relations and work environment, Heron Point Seafood is also committed to supporting sustainability in the ecosystem in which they harvest their crab by being a part of the NFI Crab Council, which “sponsors comprehensive sustainability projects throughout Southeast Asia.”
The company was created when Tom Weir and Tom Dykstra, with over 45 collective years of seafood experience under their belt, decided to create their own seafood import and distribution company based on quality, honesty, and service to both customers and providers.
Entwistle said of the company’s success…
“Tireless work ethic, being diligent about doing what’s right, and being an honest company has gotten us many strides ahead.”
But an ingredient to manage their business was missing…
Entwistle described business operations prior to Acctivate, when processes were being managed “very poorly through QuickBooks.”
She detailed the experience…
“We were trying to use QuickBooks to manage inventory but since we use lot numbering for our inventory, we had to keep an Excel spreadsheet for our entire inventory as well – so it was very complicated to try to handle.
The challenge was that it was a dual system – you’ve got numbers in both places and you could take inventory out in just one place. Just trying to manage inventory and know what is where; and having to manually send pick tickets, write them up in Word documents and send them to our warehouse. There was just a lot of room for error — human error — and there was just way too much of it and it took too much time.”
Entwistle continued describing the extremely time consuming and inefficient dual system…
“QuickBooks was very difficult for inventory, especially for us because we were trying to track lots but you could only see the totals for our products. So we spent a lot of time with that other Excel sheet to try to help manage inventory but then our warehouse had a totally different system and they had their own spreadsheet. The amount of time we spent trying to figure out exactly how much was in inventory was astronomical and a little bit ridiculous.
We had a lot of issues – I would spend three hours trying to figure out discrepancies between our inventory and our warehouse’s inventory. The workers would have to go out to the warehouse to count it and say, ‘No, this is what our spreadsheet says’ and we’re like, ‘Okay, then where did it go?’. Then, our sales guy would say, ‘I need to know how many there are because I can’t sell them if they’re not there.’ It was difficult, to say the least.”
What was the tipping point that caused them to search for a solution?
“Our Excel sheet wouldn’t fit on one page anymore. We were just getting too big and there was too much inventory to handle through our current methods. The warehouse would need more information from us all the time with our pick tickets and all that so we really decided it was time to look for something that met our company’s needs.”
The search for the right solution in a sea of choices
In addition, Heron Point Seafood was also looking for a system that was user-friendly yet data-rich.
“One of the things that we looked at and asked people about was, ‘How many times am I going to have to click to be able to do this task? Is it going to take me two clicks or is it going to take me ten clicks to get a purchase order in the system?’ or ‘Can I copy and duplicate a PO?’. A lot of the solutions don’t let you duplicate the PO so we were going to have to do those manually.
We were looking for streamlined software so it’d be easy to do our tasks that wasn’t going to add time but was going to actually help us easily find information – things like going into the products and tracking the lots and from there, being able to see the things that happened in that specific lot.”
Entwistle on the final decision process…
Gaining visibility, accessibility with Acctivate
In addition to being able to access information easily and quickly, Acctivate provides Heron Point Seafood…
Heron Point Seafood has many users accessing Acctivate concurrently – providing each employee with real-time data and synchronicity.
Entwistle described the importance of having a centralized solution that provides current information…
Sales Order Management
Lot Number Tracking
Entwistle described the custom reports Heron Point Seafood is able to have with Crystal Reports…
Return Merchandise Authorization
Heron Point Seafood manages any product returns with credit memos in Acctivate.
Call us at 817-870-1311