This blog explains how we utilize spreadsheet templates to simplify the transition from QuickBooks to OrchestratedBEER OnDemand.

We streamline the implementation process by standardizing processes, from data migration, to brewing, to your accounting’s chart of accounts. OrchestratedBEER has an entire team dedicated to assisting in the setup of OnDemand, from recipes, General Ledger accounts and vendors, among other things. Here’s how we utilize templates to simplify the process of transition from QuickBooks to the OnDemand environment.

Past Challenges:How Standardization works (1)

  • Long implementations (6 months+)
  • Tedious configuration
  • Setting up custom databases for every brewery
  • Custom Chart of Accounts for every brewery

“Templated” Databases
We’ve overcome past challenges with templated databases for all OnDemand users. Because we are working with a very specific industry like beer, many of the processes on the business side are standard for many breweries. We take a database and preconfigure it as much as possible.

Standard Chart of Accounts
We use a standard brewery chart of accounts that your accounting department will be familiar with. The charts include almost every account that they could possibly need but it still allows you the flexibility to customize it to add or delete accounts based on your needs. We get breweries 90% of the way there or more by having this great foundation.

Templates for Adding your items & Bill of Materials
There are a bunch of items in the database or at least some samples that you can duplicate to create your items and your Bill of Materials (BOM). We send you two spreadsheet templates for you to fill out with your beer styles, what you package them in, as well as a list of raw materials you use.  Then we can use that data to create the items that are going into your database.

Once we get that initial template back from you, we can assign items codes to each entry you put into the spreadsheet.  The second template lets us know what goes in your recipes, and how certain items are packaged. You basically use our templates to tell us what goes where.

You simply put the item code into the spreadsheet template and it pulls the information from another sheet using a formula.  You define the quantity and we use that to import your items into OrchestratedBEER.

Standardizing Reports & TTB
All reports are prebuilt. We’ve created standard and brewery specific reports that we can import when we create your new database, and the reports are all there.  The list of some of the out of the box reports includes:

Improving Time-tested MethodsWe’ve also done several modifications with the TTB.  We’re working to make those reports dynamic to capture the different types of different transactions because breweries may report things differently than others. Instead of writing a report for one person and then having to customize, rewrite it and maintain another version for somebody else, we make it so that it’s flexible. Now we can put that report in the database and configure it in such a way that it reports the way it’s needed instead of having to hard code an individual report for everybody.

Once you take something that works, you’re constantly thinking of ways to improve it. The same is true with every aspect of our business at OrchestratedBEER. These are tried and true methods that have become processes because they’ve been proven over time. The current implementation process takes place over a period of five weeks. We continue to revise that process to simply it for us and for future OrchestratedBEER customers.