Based in Springfield, Ontario, EMCEA Transport has been providing a wide range of transportation solutions since 1977. With over 90 tractors, 160 trailers including dry vans, reefers and flat beds, plus a 20,000 square-foot warehouse, EMCEA provides their customers with the ability to distribute a wide range of products. EMCEA services Ontario and Quebec in Canada as well as the Southern, Mid-West and Great Lake states in the U.S. EMCEA Transport also has a four-bay full-service facility where they can perform heavy truck and trailer maintenance when needed.

An Old System Runs Low on Fuel

EMCEA Transport had been using several different software programs to manage their distribution, warehousing and accounting operations, which included an older version of BusinessVision; Simply Accounting; QuickBooks; and Freight Logix. They liked the functionality of BusinessVision, however Simply Accounting and QuickBooks did not integrate with it, which led to duplicate data entry when reconciling financial statements. The necessity to complete manual data entry multiple times inevitably resulted in errors. Therefore, there was no guarantee of accuracy within their financial statements.

Furthermore, EMCEA was using the Freight Logix software to manage all of their trucking operations related to dispatching vehicles and conducting billing. Yet, the collections on those bills needed to be manually inputted into BusinessVision. There was no automated system in place to ensure that what was billed was in fact collected because, like Simply Accounting and QuickBooks, Freight Logix did not integrate with the older version of BusinessVision. With so much business information dispersed throughout so many different software programs, there was no way for management to access clear and concise reports that would allow them to make appropriate business decisions.

The result was a largely unreliable system that crashed regularly. Brenda Smythe of EMCEA Transport states, “If the system was down, the product couldn’t move, which in turn would cost us valuable time and money. We needed a solution that would allow us to operate consistently and be less vulnerable to failure.” EMCEA Transport found a partner in P.C. Consulting, who put them on the road to success!

P.C. Consulting Shifts Into High Gear

With advances in technology lending to the increased functionality of current software solutions, the upgraded version of BusinessVision provided the features necessary to efficiently and accurately track financial data for EMCEA Transport. As an added benefit it also had the capability to integrate with the Freight Logix solution that so efficiently managed the warehousing and dispatching components of the company. “P.C. Consulting offered a win-win solution that allowed for total integration of both of our primary software programs,” says Smythe.

Reflecting on the initial needs assessment with EMCEA Transport, Denise Dobbin, Manager of Business Information Services for P.C. Consulting, remarks, “This project offered a unique challenge as we weren’t only responsible for the successful implementation of BusinessVision, but we also had to engage in a productive working relationship with the third-party team that was working on the Freight Logix side of the project to ensure a well-rounded and successful integration.”

To manage the implementation, P.C. Consulting offered a phased approach to ensure that each systematic feature operated properly.

“Our approach to the project implementation was extremely manageable and thus less intimidating for EMCEA Transport,” remarks Dobbin. “We offered a flexible timeline for implementation to alleviate any uncertainties with the system.” Smythe states, “P.C. Consulting offered guidance and suggestions throughout the process to simplify our processes and they did so without being invasive or high-pressure. We needed a business partner who shared our work ethic and who would blend well with our staff, and we found that and more with P.C. Consulting.”

With the implementation underway, P.C. Consulting and the third-party team conducted a full trial-run of the system to test its functionality and ensure a successful end result. “Because of the manageable, phased approach to the project and the pre-testing that took place, the transition from the old system to the new one was seamless,” states Dobbin.

EMCEA is on the Road to Success

The upgraded version of BusinessVision offers the functionality that EMCEA Transport needs to manage their financial objectives. New features within the updated program allow custom reports to be exported into Excel, providing even greater functionality and broader uses. Because the software has remained so user-friendly, employees across the company are able to use the features within the system without the aggravation of learning a new and complex program. Yet management can rest assured knowing that safeguards are in place so that employees cannot change or manipulate data, but only input information relevant to their job.

Similarly, with the integration of Freight Logix, all inventory is accounted for and controlled both within the warehouse and when en route. Furthermore, BusinessVision has the capability to handle the accounting components within each system which means that duplicate data entry is no longer required! An added benefit of the upgraded solution is its superior integration with the Microsoft Office Suite. Dobbin explains, “The software solution is not so narrowly focused that you can’t maximize the programs that are being utilized daily for other business functions. Because BusinessVision integrates so efficiently with Microsoft Office, you get more bang for your buck.”

With the new system in place, EMCEA Transport will be able to transition from maintaining hard files to using a paperless system. “With the ability to scan our paperwork straight into the system and move toward total automation, I will be saving years worth of work in verifying information and tracking data!” says Smythe enthusiastically. With the added stability of the new system and full integration with the warehousing side of the business, EMCEA Transport is in a position to successfully grow their business and increase revenue. But the best part is that they have found a long-term partner in P.C. Consulting. “Every time the P.C. Consulting team comes on-site, they impress me with their professionalism, technical expertise and willingness to provide on-going, superior support to our operation,” remarks Smythe. “They are unlike any other partner we have worked with; it’s like having our own IT support team.”