Unique Distribution

“After conducting a cost-benefit analysis, Access Dimensions was our solution. There was no other option. Some systems cost three times as much but offered little or nothing in the way of additional benefits."

Unique Distribution is the fastest growing distributor of mobile devices in the UK. In just three short years, it has come to rival the likes of 20 20 Logistics (Cauldwell Group) and Data Select… and secured a turnover in excess of £120 million. The company focuses heavily on ‘value added’ customer service and aims for 100% dependability – a philosophy that is rapidly propelling Unique Distribution towards its ultimate goal of being the best in the field.

The company receives around 200 orders per day, for a product range that includes all the major names – Nokia, Samsung, Sony Ericsson, O2 and Vodafone. It sells through a network of independent dealers and is expanding into the retail sector, through outlets such as Woolworths.

The Selection Process

When choosing its accounting system, Unique had two unshakeable requirements: the handling of high volume, high-speed distribution and full administrative support for such an exceptional rate of growth (almost 100% year on year for the last three years).

Selection began with hands-on testing at various trade shows and exhibitions. The field quickly narrowed down to Dimensions. Mark Lay, Financial Director, says, “ After conducting a cost-benefit analysis, Access Dimensions was our solution. There was no other option. Some systems cost three times as much but offered little or nothing in the way of additional benefits.”

Previous experience of using Dimensions also helped convince Unique Distribution that Access was up to the job. Several key members of the project team had worked at UniqueAir (part of the Unipart Group), where Dimensions is deployed across a 100-strong customer service department. They knew first-hand the transaction volumes and processing speeds the system was capable of.

“We needed a system that could support our growth and Dimensions was clearly the best choice. There was no need to look around,” Mark concludes.

The Implementation Process

Implementation occurred in two stages, beginning with transfer of existing accounts data. This took less than half a day, much to Mark’s astonishment: “I thought I was going to have to spend my weekend at work. But three hours after we set up the data transfer routine, it was all done and dusted. Very straightforward.”

Stock information was then transferred into Dimensions (both serial number and non-serial number data). Throughout the course of the entire implementation, the company experienced no downtime. “In our customer-oriented business, we take orders until six o’clock at night. It was critical that we experienced no downtime, in order to maintain our high levels of customer service. This was achieved.”

Keys to Growth #1: Controlling Credit

The telecoms market is fiercely competitive. Because margins are small, selling in volume and minimising credit risks is essential to growth and profitability. With networks increasingly keen on promoting direct to the consumer, many independent dealers are finding the going tough and bad debt needs to be closely monitored.

Unique Distribution uses Dimensions to help control and reduce its credit risks. This is done through analysis of aged debtor reports raised from the sales ledger. Mark can instantly see accounts that have exceeded certain limits and quickly review his average debtor days – then use this information to project cash flow and minimise future exposure.

As it continues to grow, the company will further enhance its controls with the help of the dedicated Access credit control module.

Keys to Growth #2: Controlling Stock

Stock control is another area where effective management is critical to profitability. Dimensions enables Unique Distribution to optimise its use of IMEI numbers and report on movement both in and out of the warehouse. IMEI numbers are particularly important in ascertaining whether a part is within warranty… and who supplied it. Given the vast number of units now in circulation, accurate tracking is essential. Without it, the company could find itself being asked to replace parts it did not actually supply. “With Access, the ability to track IMEI numbers means that errors on picking and orders are zero. It could cost us a fortune without this. We get things right first time,” says Mark.

Keys to Growth #3: Efficient Sales Order Processing

Access sales order processing is deployed across the entire company. At present 15 people are authorised to place orders directly into Dimensions, but this number will soon grow to 20.

The company’s Access Specialist Centre has also provided an electronic order form, for taking email order instructions directly into the accounts. “ It is common for our dealers to send emails requesting shipment of orders direct to the end customer. We used to spend a whole man-day re-keying these orders. Now they go straight into the accounts… and our Citilink package automatically produces the corresponding shipping label.”

An added benefit of the system is that staff can quickly see what hasn’t been picked and packed. This is essential if Unique Distribution is to maintain its high levels of customer service.

Ease of Use & Capacity for Future Growth

Credit, stock and order processing are just three of many activities that have been improved by the introduction of Dimensions. Mark summarises his overall experience with Access Accounts, saying “Dimensions is very cost-effective and extremely user friendly. The system is so intuitive it’s easy to find your way around. It meets all of our business needs and we are confident that it will grow with us.”