Case study - Sefton Meadow Seafoods

Sefton Meadows Seafoods is a leading contract packing company specialising in the processing of bulk seafood for retail distribution. Gordon Rankin, Sefton Meadow's managing director has long recognised the need to maintain close control over every aspect of the business and has used computerised systems for over 10 years.

Many companies require information tailored to their processes and management needs. The key for easy to follow and reliable reports is seamless integration. A system that can perform these functions without additional specialist programming is rare. This is where Datafile Premier steps in. A fully configurable, modular system, Premier can be set up to meet not only today's needs but those of the growing business.

It is radically different to other modular accounting products because it provides the tools necessary to allow users easy access into the database engine through the Profiler, a module included in the Premier suite. New 'applications' specific to the business are created that feed off routine data input to form a cohesive flow of management information. It is an excellent example of the 'enter once, use many times' metaphor.

In bulk product handling businesses like Sefton Meadows there are two key areas requiring daily control:

•  factory processing of frozen goods
•  cash handling

Premier provides the means to extract information exactly the way Gordon Rankin wants it. For example, his sales ledger debtors are ranked on the basis of the largest balance first and the smallest last. This is a logical alternative to the traditional alphabetical listing and is an important part of Gordon's management of a zero-cash balance position. As Gordon succinctly put it, "We don't work on an overdraft, and Premier helps us keep it that way."

Gordon believes it is important to demystify accounting information and make it readily available to all users. He does not have formal finance training but knows what information is relevant to run his business successfully and meet statutory reporting requirements. Part of that process has been to create a multi-disciplinary networked accounting function. Indeed Premier has been tailored to include menus specific to Sefton Meadow's reporting needs without the need to bring in system analysts or programmers.

Using non-technical staff requires the system to be as easy to use as possible. Premier has been set up to produce monthly management accounts on the Wednesday following the date of the month end. Prompts are available for accruals and prepayments and depreciation is calculated automatically. All this automation means that Sefton Meadows not only has an efficient, integrated suite of management information modules, but it runs on the minimum of staff. Annual accounts can be handed direct to the external auditors without amendment.

Payroll can be a difficult task at the best and running off the pay for an odd employee who is leaving mid-month can be a real problem. Premier handles this with ease, maintaining the details for inclusion in the month end reports as though it had been processed with the rest of the payroll. Each employee's pay build-up can be followed on screen as it is input, so that if there is an odd bonus calculation then it can be viewed as it happens to ensure the correct amount is paid.

Gordon Rankin believes in customer service as a pathway to enhancing customer loyalty. Premier enables him to provide additional invoice information so that customers can see the running total of their costs and payments to date.

Today's successful businesses are founded upon partnerships and alliances that recognise the mutual needs of customers and suppliers operating in complex supply chains. Gordon Rankin wants to be the best in his industry and needed a package that was reliable, flexible and fast, and one that would not outgrow his business needs - Datafile has consistently provided that solution and Premier, with its many tailorable functions continues in that tradition.

Product: Datafile Premier

Datafile Premier Applications:

• Sales Ledger
• Purchase Ledger
• Nominal Ledger  
• Cash Book  
• Payroll  
• Stock Control  
• Sales Order Processing
• Purchase Order Processing

Profiler Applications:

• Additional reporting for main applications
• Cold Store Stock Control
• Factory Scheduling  
• Factory Production  
• Production Analysis & Profitability  
• QC Testing & Reporting  

Company: Sefton Meadow Sea Foods
Contact: Gordon Rankin, Director
Telephone: 0151 531 8383
Website: www.seftonmeadow.co.uk