Sodexo Motivation Solutions is part of the multinational corporation Sodexo Group, a global leader in food service and facilities management that employs more than 380,000 people in 80 countries. Sodexo Motivation Solutions works closely with K3 Business Solutions to ensure it gains the full benefit of its Microsoft® Dynamics NAV business software. K3 supports the software and provides clear, detailed advice and guidance on how the business will gain from its existing software together with new technology as it becomes available.
Sodexo Motivation Solutions offers original, affordable ways to help businesses successfully attract, motivate and retain employees and customers. These include childcare vouchers, multi-store gift vouchers and reward and recognition solutions, which offer a proven way to incentivise employees, customers and third parties. The company’s solutions have grown in popularity and it now has 410,000 clients worldwide and operates in 34 different countries. In the UK, the company has around 4000 clients of all sizes from both public and private sectors.
The company has its own IT management team and most of its software is developed in house; there are very few out-of-the-box programs with the ability of dealing with the amount of data the company has to handle. The IT management team maintains its bespoke systems and also looks after its SQL relational database and business intelligence application. The company does, however, use Microsoft® Dynamics NAV for financial management.
Dynamics NAV streamlines financial management
Dynamics NAV is at the heart of Sodexo Motivation Solutions’ financial management. The software was selected from Sodexo Group’s shortlist of three preferred systems. Sodexo Motivation Solutions uses this software to streamline its processes and reporting.
“We chose Dynamics NAV because you can use it to drill down into any transaction in detail. It is also very flexible as it allows you to develop new reports relatively quickly and it is easy to deploy and use,” says Heather Young, Finance Manager, Sodexo Motivation Solutions.
“We produce all our sales invoices using Dynamics NAV and we use Zetadocs to email them out to customers. Zetadocs works seamlessly with the system and so it is good combination that makes our invoice workflow very efficient. We record all our financial transactions into the system and we use it to control all the vouchers we have in circulation. And, of course we use the system for all our monthly management reports.”
The ERP system was originally installed by another Dynamics NAV vendor, but Sodexo Motivation Solutions underwent a rapid period of growth and needed a bigger company to support its system.
“When we set up in the UK, there were only five people in the company. We soon outgrew the capabilities of our software vendor and we recognised we needed a partner with more experience and more development capability. We looked at several potential partners and chose K3 because the team impressed us with their processes for developing the software and also the helpdesk is very good,” says Heather Young.
Expense claim portal
K3 also developed a special intranet portal site using Microsoft SharePoint for managing and logging expense claims. This automates the process from request through approval to raising the payment. The portal interfaces seamlessly with Dynamics NAV and the workflow is quick, easy and avoids duplication and extra data entry.
“We have a preconfigured expense form on the SharePoint system that our sales people simply fill in to make a claim. They then send the completed form to their manager who checks and approves it. When approved it is sent automatically to Dynamics NAV. We don’t need to key in any information, which means we can deal with the expense claim quickly and issue a payment much sooner,” says Heather Young.
Providing finance and core administration support
To ensure Sodexo Motivation Solutions maximises the benefit of its Dynamics NAV software, K3’s account manager meets with the finance team senior managers three to four times a year. This gives both parties the opportunity to discuss any new requirements that Sodexo Motivation Solutions may want and it allows K3 to present the customer with the latest information about new and emerging technology from Microsoft that could be beneficial to the business.
The meetings also provide opportunity to share best practice examples that Sodexo Motivation Solutions could implement to improve the efficiency of its financial management procedures further. Sodexo Motivation Solutions also receives personal invitations and recommendations about events and webinars that should assist their finance people.
“It is good to catch up with K3 on a regular basis and it is nice to have a dedicated person that we know looking after us. With Dynamics NAV 2013 available we are learning about some of the new features and functionality that will benefit our organisation. We don’t experience many problems with our existing software but if we do have any issues they are dealt with quickly by the helpdesk and support team. K3 is also responsive to any special development requests,” says Heather Young.
“I attended a K3 customer day last year too, which was very good. I was able to meet other customers and hear about their experiences. It also gave me an insight to ynamics NAV 2013 and what it could do. We are seriously considering upgrading to the new software and we may make the change towards the end of 2014.
“Some of the new functions will improve our reporting. It will also make it much easier to track all the vouchers we issue. The new software also promises to provide easier remote access to the system, which will be beneficial to those working off site; it also means if we suffer a breakdown with a particular PC we can simply use another.”