From Sage 50 to QuickBooks Enterprise: Faster Close, Cleaner Data at Utilities Supply, Inc.
Summary
Utilities Supply Inc. engaged Fourlane to replace manual/spreadsheet processes and portions of Sage 50 with QuickBooks Enterprise. The engagement focused on modernizing inventory, payables, receivables, and reporting while minimizing downtime. Fourlane provided software provisioning, implementation, data conversion, training, and ongoing support, coordinating closely with the client’s IT team. A phased rollout starting with Accounts Payable was selected to reduce risk and change fatigue, with training delivered remotely and supported by a sandbox environment.
Previous Challenges
- Fragmented processes: Heavy reliance on spreadsheets; duplicated effort across sales → purchasing → fulfillment → AR/AP.
- Inventory complexity: Assemblies, drop‑ship, long lead times, damaged/short receipts, cycle counts, vendor freight allowances, barcode/scanning needed.
- Data quality: Dispersed customer/vendor/item data; mixed item descriptions with Manufacturer Part Numbers (MPNs); inconsistent chart of accounts; negative inventory risks.
- Change risk & downtime: Concern about go‑live disruption and unexpected costs.
- Reporting gaps: Limited financial statements and operational reporting from prior setup.
Solution Overview
QuickBooks Enterprise with Advanced Inventory and tailored workflows across:
- Inventory Management: FIFO costing, assemblies/BOM, preferred & alternate vendors, reorder points, categories, enhanced inventory receiving, backorders, pick/pack/ship.
- Sales → Purchasing Integration: Quote/Estimate → Sales Order → PO → Item Receipt → Bill → Pick/Pack Ship → Invoice; custom invoice fields & templates.
- Accounts Payable: Item receipts to bills, PO matching, vendor document attachments, AP aging, payment processing (ACH/check), bill payment workflows.
- Accounts Receivable: Collections Center, statements, credit memos, automated reminders, bank deposits, undeposited funds walkthrough.
- Payments & Payroll: Integration support for existing merchant services (Clover/First Data) and third‑party payroll.
- Reporting: P&L, Balance Sheet, Inventory Valuation, Sales by Item Summary, Negative Inventory, Sales Tax Liability; custom filters by department/customer type.
Implementation Approach
“Fourlane completely transformed how we manage our operations. Moving from Sage 50 and spreadsheets to QuickBooks Enterprise has given us faster closes, cleaner data, and real visibility into our inventory and cash flow. Their team guided us every step of the way — from setup and data conversion to training and go-live — with almost no downtime. What really stood out was how they tailored the process to our needs and worked hand-in-hand with us to make sure everything just worked. We finally have a system that supports how we do business today and scales with where we’re headed.”
– Kelly Denny, Co-Owner
Benefits
- Process Efficiency: Reduced manual re‑entry; faster PO→receipt→bill and SO→invoice cycles.
- Inventory Accuracy: Cycle counts; reorder points; backorder visibility; assembly cost tracking.
- Cash Flow Control: Clear AP/AR aging, Collections Center, streamlined deposits & undeposited funds.
- Visibility: Standard financials plus inventory/sales operational reports; department/customer‑type analytics.
- Scalability: Role‑based permissions; hosting option for remote access; documented SOPs for onboarding.
Fourlane Is Here To Help
If you’re looking for powerful solutions to your business’ needs, reach out to us by email, or call us at 1-888-769-6598. We’d love to help you navigate any challenges and grow your business.
About Utilities Supply Inc
Utilities Supply Incorporated stocks and supplies a full range of gas and waterworks products.
Industry
Utilities
Location
Georgia