Upgrading Systems to Keep Pace with Changing Times

CHALLENGES

A Beloved System Restraining Progress

In 2008, PF America came to Cargas for help. PF America needed new ERP software to handle operations and processes, but most out-of-the-box solutions didn’t include the deep functionality they needed. In particular, most ERP solutions offered generic sales order modules with limited customizations, incomplete pick lists, and confusing invoices.  

The solution? Cargas tailored Microsoft Dynamics GP to support PF America. 

For many years, this customized version of GP was a powerhouse. With technical help and support from Cargas, PF America turned out-of-the-box software from Microsoft into a pitch-perfect tool to handle the complexities of operating a flooring distributor.  

According to Jamie Giuliani, Director of Finance at PF America, Dynamics GP helped the team create organized sales orders and lists, making essential business processes more manageable. 

“Inventory is so lot-driven for our business. We had to make sure that the lots were right, and that we were pulling correctly from inventory.” 

But the years passed. For every inch Dynamics GP grew, PF America grew by a mile. The company changed, and after a decade of evolution, the team wondered if the business was outgrowing its software. 

And then, the COVID-19 pandemic hit. Suddenly, an on-premise system wasn’t going to cut it anymore. Although PF America managed to acquire cloud hosting for Dynamics GP, this came at a great expense. Budgeting for cloud hosting and IT management and upkeep held PF America back from continuing the growth that the company had enjoyed in the 2010s. To make matters worse, the extensive customizations that had once benefited PF America made upgrading GP to the latest version cost-prohibitive.  

PF America was land-locked by Dynamics GP—version-locked by a solution built for the company they no longer were. And the software landscape wasn’t looking too promising for Dynamics GP. Partners like Avalara could no longer support older versions of GP, and the business world was embracing genuine cloud software—which meant anyone using legacy systems like Dynamics GP would fall behind. 

And so, 14 years after investing in software that had transformed their business, the PF America team returned to Cargas. It wasn’t worth upgrading GP piece by piece until the software truly died—now was the time to invest in a solution with high ROI and long-lasting benefits.  

SOLUTIONS

Software That’s Equal Parts Familiar and New

PF America was on a time crunch to find new software, so it was a no-brainer for the team to collaborate with long-time partner Cargas and evaluate the solutions they offered. The trick was finding software that could support complex sales order processes, bridge the gaps that Dynamics GP never covered, and all be easy to learn with a quick turnaround. It didn’t take long for Cargas to help PF America find a new solution—Microsoft Dynamics 365 Business Central.  

Not only would Business Central have that familiar Microsoft feel to smooth down the learning curve, but it was also a cloud solution with more robust features than GP could boast.  

Unlike Dynamics GP, which required unique customizations, Business Central launched with only moderate changes. Cargas tailored specific tools for sales order entry and inventory visibility, but Business Central was powerful enough to handle many of PF America’s unique requirements immediately. 

The switch used Cargas’ Lift & Shift model, which transitions data from on-premise Microsoft software like GP into cloud alternatives like Business Central. According to Giuliani, Cargas and the cloud were the main factors that eased the team’s concerns about such a drastic change. 

The preexisting relationship lent itself to an easier transition. Rather than starting from scratch with a completely unfamiliar ERP system, PF America leaned on Cargas and transitioned to an elevated solution from Microsoft—a provider they trusted. 

“Cargas had been supporting us since the beginning with GP […] and the cloud is obviously a big plus.”

—Jamie Giuliani, Director of Finance, PF America

BENEFITS

Opportunities to Discover and Grow

Switching from GP to Business Central balances the three elements that matter most to PF America employees like Giuliani—specificity, professionalism, and a seamless interface to explore and present data. 

Specificity 

Business Central’s features cover countless business areas, and Giuliani acknowledged that PF America has gained numerous benefits by just scratching the surface.  

Now that the team is accustomed to the software basics, they’re taking advantage of continuous training from Cargas. Giuliani shared that one-on-one training sessions have helped PF America team members learn new ways to streamline processes and improve productivity with Business Central. 

“We’re going to use a lot more features as we go.” 

Professionalism

In PF America’s instance of Business Central, invoices are similar to their GP counterparts. According to Giuliani, presentation is everything for PF America, so this familiar, professional invoice structure is vital. 

“We’ve made sure it’s easy for everybody to read. And it’s pretty seamless. Everything connects. The invoice even looks the same!” 

Seamless Interface

Giuliani shared that she’d previously worked with several ERP and accounting solutions, but none had risen to the top quite like Business Central. 

“I will tell you, Business Central is probably one of the most user-friendly of the ones I’ve worked in.” 

The team can drill down into data to evaluate small details and how they contribute to the big picture. However, the team can also use this data to make business decisions that empower growth and success. 

For instance, creating and reviewing pick lists is easier than ever.  The pick lists are easier to read, which helps the team get quick inventory insights.  

“It eliminates a lot of looking up and going backwards.” 

Additionally, Business Central is more adaptable than GP. PF America team members can access canned reports for standard processes. Still, if anyone needs to adjust a formula or alter the interface, Cargas is available to facilitate the change. 

One of the big selling points for Giuliani was being able to email invoices and purchase orders. PF America uses Outlook for email, which means email capabilities have been embedded directly in Business Central. 

“I was mailing each and every invoice. I would have to scan it, email it to myself […] It’s so much easier.” 

A New Investment for Long-Term Benefits

One of the added benefits of switching to Business Central is that upgrades are no longer a concern. Microsoft pushes out updates to its cloud software automatically, so PF America is always on the latest version of its ERP. Partners like Avalara can ensure their software keeps pace with Microsoft, which reduces the chance of PF America’s integrations breaking.  

Giuliani said she doesn’t regret the switch and recommends it wholeheartedly for businesses in similar positions. 

“If they’re looking for something or they’re on an antiquated system, then I would definitely say that Business Central is very nice.” 

—Jamie Giuliani, Director of Finance, PF America

And it’s not just Business Central she sees as a value-add—it’s Cargas, too. For the past 15 years, PF America has turned to Cargas for ERP software needs—and in that time, their business relationship has only strengthened. This long-time partnership has weathered the end of GP and helped PF America embrace new beginnings with cloud software from Microsoft—and the future is looking bright. 

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