twentytwentyone Streamlines Operations with Shopify, Shopify POS, and Sage 200 Integration

Introduction

twentytwentyone is a UK-based retailer that specialises in both made-to-order and stock items for a variety of product categories. They offer bespoke products that are made to the customer’s specifications, alongside ready-to-ship items from their stock. Their business requires highly customised order management systems, as well as efficient inventory control. As they expanded, the company needed a seamless integration between their eCommerce platforms, point of sale (POS) system, and accounting system to optimise their operations.

Challenge

As twentytwentyone expanded, they faced several operational hurdles:

• Manual Order Processing: Orders placed through Shopify or Shopify POS were manually entered into Sage 50, leading to inefficiencies and potential errors in both sales and accounting records.

• Differentiating Made-to-Order and Stock Items: With a combination of custom-made and stock products, it was crucial to ensure each order type was processed differently. This included managing production schedules for made-to-order items and ensuring stock items were fulfilled promptly.

• Inventory and Financial Discrepancies: Without a seamless integration, inventory levels and financial records were not consistently updated across systems, leading to discrepancies and inaccurate reporting.

• Complicated Order Fulfilment: Made-to-order products required production workflows, while stock items needed to be fulfilled and shipped immediately. Manual intervention led to delays and potential errors in both processes.

Solution

Zynk implemented a robust integration solution connecting Shopify, Shopify POS, and Sage 50, automating order management and enhancing operational efficiency. Key integration components included:

• Shopify and Sage 50 Integration: Orders from Shopify and Shopify POS were automatically pushed into Sage 50 for processing. The integration differentiated made-to-order items from stock items, ensuring they followed the correct workflow.

• Made-to-Order Workflow: For made-to-order items, the integration triggered specific production processes within Sage 50, ensuring products were scheduled for creation.

• Stock Item Workflow: Orders for stock items were processed for immediate fulfilment, reducing delays.

• Inventory Synchronisation: Stock levels in Sage 50 were automatically updated as orders were processed, maintaining accurate, real-time inventory data and reducing the risk of stockouts for ready-to-ship products.

• Order Fulfilment Automation: The integration automated the movement of made-to-order items to production schedules, while stock items were flagged for immediate dispatch, streamlining fulfilment processes.

• Seamless Financial Integration: Sales orders, invoices, and payments were synchronised between Shopify, Shopify POS, and Sage 50, providing accurate financial records and reducing manual data entry errors.

Result

The integration of Shopify, Shopify POS, and Sage 50 revolutionised how twentytwentyone handled orders, inventory, and production processes, driving efficiency and reducing errors. Key outcomes included:

• Increased Operational Efficiency: Automated order processing eliminated manual data entry, allowing the team to focus on high-priority tasks.

• Enhanced Accuracy: Differentiating between made-to-order and stock items ensured that each type of product followed the correct workflow, reducing errors in both production and fulfilment.

• Real-Time Inventory Updates: Sage 50’s integration provided accurate and up-to-date inventory data, reducing discrepancies and helping maintain stock levels.

• Faster Order Fulfilment: With automation, stock items were dispatched quickly, and made-to-order items were scheduled for timely production, significantly speeding up fulfilment times.

• Better Financial Control: Integration with Sage 50 improved financial reporting by ensuring that sales, invoices, and payments were accurately tracked and synchronised across systems.

• Scalability: The system allowed twentytwentyone to scale their operations smoothly, ensuring the business could manage an increasing number of orders and products without additional strain.

By streamlining its operations through seamless integration, twentytwentyone was able to deliver improved customer service, increase order fulfilment speed, and manage both made-to-order and stock products more efficiently.