An ERP implementation, a smart cloud-based accounting package, and 100% commitment—that’s the glue that binds Xylos and scapta. Because when you’re working with an outdated system, you have to pivot and start looking for the best ERP partner—one that not only offers expertise but also spreads positive vibes. For Xylos, all of this also needed to be a bit more personal and out of the box. That’s how scapta came into the picture.
A constant in the IT sector, that's how the world knows Xylos. A major Microsoft partner with approximately 250 employees and 5 offices in Flanders. And above all: Xylos keeps people and organizations digitally fit and secure in the modern workplace. The result of 40 years of experience in implementing technology, always combined with a unique 360° user adoption approach. However, their own accounting software was due for an upgrade, so the market was explored.
The quest – From outdated to futureproof
“Navision worked well for a long time, but it was time for improvement,” says Jens Claessens, ICT Application Manager at Xylos. “Additionally, one of our accounting colleagues was retiring. He knew Navision better than anyone, but he was leaving, taking his knowledge with him. We were considering a new application that could enhance our automation and efficiency, with future expansion capabilities.”
Xylos spoke with various parties, and scapta emerged as the best. “What appealed to us was your proactivity and personal approach,” adds Dimitri Aerts, Operations & IT Lead at Xylos. “You are technically skilled, but much more than that. It’s about starting from the business and the customer’s needs, to respond to them perfectly. Furthermore, the financial knowledge was greater than that of the other potential partners. It was well understood that we Dynamics 365 Business Central they needed, with long-term innovative potential such as the implementation of out-of-the-box features. The fact that Proximus had gone through a similar process with you also gave us extra confidence.”
“What appealed to us was your proactivity and personal approach”
Dimitri Aerts – Operations & IT Lead Xylos
The Solution – Accounting in Business Central
Once the collaboration was finalized, Scapta Business Consultant Marco Donati was always nearby. From analysis to go-live and beyond. Starting with a comparison between the old and new tool, and looking with the core team at what could and could not be carried over. Desired integrations were provided, such as CRM and other operational systems, as well as limited customization to best match the processes. Business Central is fully based on the Microsoft suite, with advantages such as MS Dataverse integration, linked data for better insights, and maximum business support.
Marco Donati: “For each topic, we organized a workshop, for example, on data migration, document output, and document capture. Getting the right invoice in the right layout, approving invoices, learning about custom fields... it was testing and more testing, despite the end-users already having busy jobs. But repetition works, and we aimed for perfect adoption.”
It was testing and more testing, despite the already busy jobs of the end-users. But repetition works, and we wanted to aim for perfect adoption.”
Marco Donati – Business Consultant scapta
The result – Commitment boost & more
What we at Scaptane fully agree on: accounting is a critical function in any ERP, and Business Central is a unique solution with integrated tools to simplify accounting. The many automated actions contribute to this. Business Central is pure innovation. The program helps companies leverage all the opportunities of the cloud model and can also integrate perfectly with Customer Engagement, Office 365, and Power BI, among others. Xylos can now fully benefit from this.
Dimitri Aerts: “Business Central supports us in streamlining our financial business processes. We now have a tool at our disposal that is always up-to-date and offers us time savings, speed, and performance. It was a pleasure to work on this project together, and the end-users are enthusiastic. The modern interface, the automated actions, Marco's super professional yet cool approach... we had a problem, and you solved it, and got our employees excited about it. More of that. There are still a lot of features we like, such as a direct connection between sales and purchase orders, or a direct connection with IT vendors.”