Offering affordable car rental rates and a great selection of vehicles are only some of the reasons why Budget Rent a Car has become the global powerhouse in the car rental industry that it is today. Janet Greenough, Human Resources and Administration Manager at Moglonemby Trading Company, a Budget Rent a Car franchise, responsible for 9 Budget Rent a Car branches spread throughout the State of Victoria discusses their decision to invest in the Tencia ERP solution.
Drivers for change
“We were looking for a system with flexible reporting and strong drill down features to make it easier for us to search for information.We wanted something that would deliver good controls to manage our payment processes and would further automate our existing month end processing,” explained Janet.
With this in mind, Janet and her team set out in search of a solution that would take them well into the future. “We reassessed our requirements and began to explore our options,” said Janet. Janet and her team considered a few different accounting solutions including Microsoft Dynamics NAV as part of their review process and after careful consideration decided that Tencia would be the best fit for their business.
“With branches located in metropolitan Melbourne, Geelong and Gippsland it was paramount for us to have a good overall picture of the financial health of our business. The car rental industry is constantly changing so it’s important that we invest in our internal systems to ensure that we can service our customers in the best way possible. Tencia was the right size solution for our business and we felt confident that it could meet the future demands of our business.” Explained Janet.
Looking long term
In addition to seeking a new system that would take their business well into the future, the team needed a solution that would work well with their proprietary and legacy systems as well as this was a central consideration for the business. They needed to work with an implementation partner that they trusted who really understood their requirements.
According to their Arrow Business Partner, a lot of preparation was undertaken before the live implementation took place. In addition to checking and cleaning data, several test conversions were undertaken to ensure that the move went as smoothly as possible.
“Our Arrow Business Partner was very responsive to our needs, they moved us over to the new system over a weekend and had us up and running by mid morning. They got in there and updated all the settings in Tencia to ensure that the system was configured to suit our specific business needs. The training was great and we felt very comfortable using the new system.” Said Janet.
Moglonemby worked closely with their Arrow Business Partner, to implement the Tencia solution. “They were fantastic throughout the implementation process, everything went really smoothly and there was minimal down time for our business” explained Greenough.
The larger field sizes in Tencia were a welcomed feature for this Budget Rent a Car franchise. “Important data such as our Rental Agreement numbers would need to be imported across from the Budget worldwide ‘Wizard’ system in to our financial system. Previously those numbers were truncated making it difficult to find invoices and receipts. Tencia has been able to alleviate this for us saving hours of time” Said Janet.
“I am a big fan of Tencia’s filter functions too. You can apply filters based on things like Sales Codes, Debtor codes or date ranges and you can exclude fields and information that you’re not interested in. This makes searching for key pieces of data so much faster.” Tencia’s familiar Microsoft look and feel and seamless integration with Excel appear to be popular product features for many clients. “The Tencia user interface is very intuitive it’s so easy to use. I was able to navigate my way around with ease and felt comfortable using the system really quickly”. I felt like I’d learnt how to use the system much faster than previous systems that I’d used. The Excel integration means less re-keying of data for us and easier data analysis,” adds Janet.
Real time data has also lead to several other efficiencies for the business such as improved management reporting and a reduced effort in responding to management queries. “Now if my General Manager asks me a question I can have a response to my GM in minutes. I save hours of time using Tencia.” She explains.
With future plans underway to further integrate Tencia with their existing Rent-a-link system by using the customizable fields within Tencia to make it easier to print invoices from within the system, it appears that additional value from this software will continue to be unlocked in the near future.