Problems of data security when using only spreadsheets to manage your business

Despite its benefits and popularity among businesses worldwide, Spreadsheets are not always the best tool for the job — particularly for data-driven systems. The longer you depend on legacy tools, the more you risk your business to potential losses.

It has long been a target for hackers. All it takes is one person to open an attachment in an email and all your systems can become infected

Is my data hack-free? Is my business secured from unwanted users?

If this is a frequent question that haunts your mind, you are surely missing out on simple and secured ways to run your business.

3 Reasons why using only spreadsheets can put your data at risk

1. Spreadsheets are a security risk. 

While there are many alternatives for spreadsheets many organisations still consider them as a core component in their IT structure and admit they support critical parts of the businesses. Their omnipresence and familiarity mean that business leaders and employees are more than happy to keep working with them, even though they pose security risks for the business. Spreadsheet security is rarely on the radar of senior executives.

2. Spreadsheets develop with time  

Security is an issue as spreadsheets develop over time which means they are generally not exposed to the same controls and disciplines as planned IT projects. Most organisations administer good practises within their ERP environment such as applying segregation, identity and access management layers, yet lose that discipline while data is uploaded on spreadsheets.

Innumerable cases have made the headlines in recent years because of security risks in spreadsheets. This has at least focused organisations to develop proper procedures for spreadsheet development and policies and guidelines. However, threats posed by viruses, Trojans and unencrypted USB sticks are still prevalent and organisations must be vigilant. Security features such as password protection, hiding or protecting sheets and other features are not actually designed to secure information and can be easily bypassed. Even with such security measures, the threat of hacks is constant. 

3. Personal data is exposed

Personal devices that employees bring to work must also be considered for security protocols or businesses should maintain all data on local servers and allow remote access only to approved employees. Viruses are also widely transmitted by spoofing methods that include file names like unpaid Invoice, overdue Invoice Or similar terms in an email. These fishing approaches try to manipulate unsuspecting users to open the attachment.

Spreadsheet lacks encryption features for safeguarding sensitive data such as personally identifiable information (PII). Even if you add password-protection to your spreadsheets, the inherent security features make it easy for hackers to access your files. According to research spreadsheets, make up the most prevalent group of malicious file extensions in emails.

Is your Customer’s data at risk?

According to Research, 35% of users said data errors are common in the most crucial spreadsheets they use at work. In a world where data integrity directly translates to business reliability, why would you entrust your reputation to error-prone tools? 

A comprehensive and efficient ERP software can easily erase all threats of security and maintain confidentiality of your business data. Take care of your customer’s trust in you by taking care of their data.

To know more details contact us at +91 9007026542.

Simple ways to effective Inventory control without using spreadsheets

One of the most challenging aspects of running an enterprise is learning how to effectively manage your inventory so you have what your customers need and want without having too much excess. Whether it’s deciding how much to order, when to order, keeping an accurate count of your products, or knowing how to handle excess and shortages, knowing how to control inventory properly will help ensure your business’s success.

Things may seem complex, but there’s a simpler way out and a way forward. 

The first and most important step is to achieve a clear, meticulous understanding of the why’s and how’s. Next, that understanding needs to be understood and internalized by all your employees. This way, all stakeholders and employees in your business are invested in adhering to a gold standard of inventory control management. 

Step 1 : Assessing or sorting your Inventory is the first step to optimal inventory 

Step 2 :Next, invest in an inventory management software. The first step to inventory control is being deeply aware of how much inventory you have on hand at any given time, what type of inventory you have available, where the inventory is located, and how it changes over time. Today, the market is flooded with abundant software applications that can assist in this process. Be sure to spend some time searching the software market so that you are assured of a trustworthy software company.

Step 3 : Create clear labels. Each item in your inventory should have an item number, a quantity, and a basic description which includes the vendor name and any other important details. This makes it easy to identify precisely what the item is.If you have extensive amounts of inventory, look into a barcode tracking system. This will allow you to place a barcode on each item, which allows staff to quickly scan, identify, and transfer inventory information into whatever software you are using.

Step 4 : Constantly updating your inventory: Inventory management software can be a helpful way to keep track of your inventory since it automatically updates your inventory records as new sales and purchases are inputted into the software. It is important, however, to have a system of manually monitoring your inventory so you have a way to cross-check the accuracy of the software

Step 5 : Advance to a point-of-sale (POS) inventory management method once your business size grows big enough to need a more accurate form of inventory control. Point-of-sale inventory control is handled, as the name suggests, at the point of sale, which implies that the cash register or computer you use for check-out at your business keeps count of your inventory. It allows you to run reports at the end of the business day, the month, the sales report period, or any other designated time frame.

Step 6 : Maintaining the right level of the inventory is the key to efficient inventory control without using spreadsheets. The goal of inventory management is to keep up with demand which will need enough inventory to meet whatever your projected sales are.

Limitations or Disadvantages of Spreadsheet Inventory Management

If you are still among those entrepreneurs who use spreadsheets for inventory management you will be able to relate with these pains.

• No real-time inventory data.

It’s difficult to constantly synchronize the inventory figures in your inventory spreadsheet with the amount that you actually have in stock. If you manage your inventory at multiple locations with varied units of measurements, then inventory tracking on spreadsheets becomes next to impossible.

• To err is only human not automation.

All the values and units in your stock inventory spreadsheet should be keyed in manually, thus increasing the chances of mistake.  It becomes even worse when your inventory is frequently moved between different locations. This is why you make frequent audits and reviews of your spreadsheets inventory.

• Slow process equals wastage of time

With inventory management software in spreadsheets, it will take you hours to track your inventory. 

• Only one user at a time.

Inventory management spreadsheets makes it difficult, and at some levels, impossible to create several accounts with different access rights that could manage your inventory at different permission levels.

• Zero backup and no transaction history.

With inventory marked on spreadsheets, you cannot view your transactions back in time to analyze your inventory trends and make forecasts.

• Limitations in user interface and shortage of functionalities.

Spreadsheets are all about rows and columns, nothing else. It offers valuable functions, but it’s difficult to implement them as compared with modern inventory management tools.

Unfortunately, for medium sized or large businesses an inventory managed on spreadsheets is outdated and insufficient due to a huge amount of tasks and transactions. The more established and developed you want your business to be, the more progressive and sophisticated inventory management tools it needs. With an automated inventory management system it is much faster and more efficient to run your business seamlessly. Automation and technology is the future of all businesses. Without automation software it is impossible to achieve desired goals in time.

To know more details contact us at +91 9007026542. 

Does excessive documentation and paperwork make your backoffice chaotic?

Business automation has become inevitable for any organisation that has a foresight and vision to look ahead. The future is technology. Automation is the only respite for achieving desired goals within the timeline for any successful organisation. Export industry is a notch ahead of any other industry. Dealing with overseas clients with different languages and cultures, rules and regulations, currency and conversions etc involves a lot of brain racking work. Export documentation is the most difficult task to sort so that no legalities are missed which can end up the company owner behind bars. A best fit ERP cloud software  solves most of these challenges faced by an export company. Every export order taking place in the company goes through defined steps of documentation like invoice, packing list, bill of exchange, shipping bill etc. Whether you are in an exporting business or someone who uses exporting services, you know that there can be a lot of paperwork involved. There is a lot of paperwork that can often seem endless and repetitive.Instead of performing the same tasks, it should be a simple set of few button clicks automating Export documentation to complete. 

As an Export house your organisation  depends on effective export control processes throughout the supply chain. The legal ramifications of violating export laws can be a huge challenge, we all are aware of that. Freight forwarder, customs broker, sea vessels crew, warehouse management all these can be simply managed by single export business software. To supply the highly competitive order shipments, freight exceeds in volumes of sales and profits, you need an ERP. Still wondering how?

3 Reasons why Exporters need a best fit ERP software 

1. Financial reporting accuracy – all invoicing and purchase orders can be consolidated and kept track of through erp.

2. Enhances speed and agility – ability to respond faster to customer needs and deliver service promptly.

3. Details of shipment – an ERP scheduling application is crucial for optimising work hours and properly utilising resources. This will allow tracking of order details anytime, anywhere.

Every export company should own 2 things:

1. An export compliance program.
2. Export documentation software that standardises the export paperwork.

Both the above credentials can be 

Why should you implement ERP software?

The best reasons to prove the competence of an ERP software specially customised for your export business are:

• Timely export order entries into the system allows companies to plan out their production or procurement activities well in advance.
• Single system software for all departments in the export house – documentation, post shipment and financial accounting. Companies do not have to manage separate spreadsheets for various activities
• Flexibility to validate accounting entries with exchange rate present in the Shipping Bill have ensured company accountants to book the exact value of export sales.No money is wasted in exchange of currencies.
• Auto-computation of fluctuation due to difference in exchange rate’, has reduced significant amounts of time spent on manually calculating the exchange rate and entering it into the system.
• Tracking of the various export incentives with their values has also become easier since they are being entered as additional information in the shipping bills section.
• Packing credit availed and it’s utilisation along with balances and interest has become easier to track as they are being tagged with the realisation or discounting of bills
• Shipment and post shipment statuses such as goods under dispatch, goods in transit come from the ERP itself since various dates such as B/L Date, LR Date, LEO Date are being entered by the customers.
• Remittance statuses such as documents being sent to the bank, pending negotiation and realization pending are available from the system itself.
• Various KPIs, BI and MIS available for the management so that they can take quick and effective decisions.

It is thereby proven that an ERP software improves company productivity, by removing the workload of employees due to complete manual processes in Exports and enable a consolidated digital way of working efficiently. 

It is advisable to take a wise step now to reap the benefits in the future.

For further information or queries please feel free to call us at +91 9007026542 or leave a comment below and our experts will get back to you.