Integration with Other Systems
Only share the data you want with the people you trust.
GrapeGears offers numerous integration options for connection and data sharing with other systems. The particular integration method is focused on three specific goals:
- Maximum Security and Data Integrity.
- Maximum Flexibility in Your Choice of other Systems or Business Partners.
- Best Business Practice.
GrapeGears System-to-System Integration
Application Program Interface (API)
The relationship that a winery maintains with its credit card clearing house or bank is one of trust, with high levels of data encryption on both transmissions. The transaction detail never varies so there is virtually no chance for errors or a security breach. GrapeGears uses an API interface for credit card processing because the transactions are:
- Two-way (submit and approve),
- Require high speed turn around (customer waiting) , and,
- Use data in small discrete packets (card number / name / expiry date / ccv).
Data Export (.csv file transfer)
The relationship that a winery maintains with third party shippers does not carry the same trust value as their bank and may require flexibility or the casual use of more than one shipper and more than one staff member. GrapeGears uses an CSV interface for outside shipping companies because the transaction are:
- Not time critical, and,
- Involve a lot of data which staff members may need to review or edit before transmitting.
Manual Input (Keyboard)
GrapeGears uses keyboard input where the data is limited and the actual destination application requires human intervention to complete or reconcile the data being processed.
Best Business Practice
GrapeGears was designed with end-to-end, best business practice as its core competence. Best Business Practice refers to a set of procedures (business methods) that produce superior results.
The normal human condition is to maintain status quo, so existing staff will typically show preference for “how we used to do it”. Any high-level business process re-engineering perspective however, will often reveal there is better way for your business to actually achieve superior results.
While some staff members may argue that an automatic upload may save five minutes of clerical time and avoid inputting errors, it does not represent best business practice nor does it conform to Generally Acceptable Accounting Principles (GAPP).
The main function of an accounting system is to accurately arrange an organization's financial records into an orderly structure from which tax returns can be completed and investors can view the business progress in a traditional, structured manner. Accounting systems are typically managed by a bookkeeper whose work is reviewed by a financial controller and audited by a CPA.
As a business develops its span of operation broadens. Inventory is contained at multiple locations and is handled by multiple employees. Product sales and invoice volumes increase as does the associated accounts receivable collections process. Marketing efforts require more detailed information about customers purchasing habits while customer service personnel need more detail about customer transactions.
Automatically uploading of invoices from a POS or billing system into an accounting system means a “second system” has now been created duplicating the detailed sales and inventory data within the accounting system, causing need for more expensive financial personnel not directly relevant to business growth. These functions are better managed by discrete computer systems such as GrapeGears, utilized by less costly employees and positioned closer to the point of actual customer contact
Since GrapeGears manages all Inventory and Sales transactions (invoices, accounts receivable, etc.) there is no need for these to be duplicated within the accounting system. The only information required for accounting purposes is period income, outstanding receivables value and inventory valuation, all of which are accomplished by simple journal entry, some daily or weekly or monthly and some annually.
GrapeGears & Accounting Systems
GrapeGears provides relevant sales data to any accounting system (e.g., QuickBooks, Xero, etc.) enforcing reconciliation of bank credit card receipts and cash sales of the period, a GAPP function required of the accounting staff.
Sales can be updated at any frequency, daily, weekly or monthly as determined by your financial leadership, facilitating fast and effective bank reconciliation in the accounting system, maximizing the cash position.
GrapeGears Business Intelligence
As the business evolves there is more and more data collected, however that data is useless hidden inside the accounting system. Business data needs to be readily available in a useful form to those who are able to draw insights from it to create focused strategic marketing direction, appealing product development and improved customer service levels, all a result of informed decision making.
GrapeGears reveals sales by product, sales by customer and inventory status at every location, across any date range, past or present; broken down by Product Type, for example, Wine, Food, Products, etc.; defined between Wholesale Customers, Retail Customers and Wine Club Member purchases.
Inventory adjustments are performed in GrapeGears by the very people who manage the inventory, all within an inventory system designed specifically for the varied locations, methods and legal requirements of storing and moving wine, automatically capturing inventory movements between locations and sales, recording cost-of-goods-sold (COGS) and inventory depletion across any date range.
Grape Gears also manages Accounts Receivable and provides a monthly Business Summary creating a journal entry in the accounting system to record any write offs of uncollected AR.
Within the sphere of the accounting system the bookkeeper is a unique employee and a business totally reliant on one individual is a business at risk. GrapeGears allows all employees to sell product, receive payment, manage inventory and generally keep the cash flow and controls of the business functional every day without any requirement from accounting personnel. If replacing a bookkeeper takes months, as it may in a rural wine area, a business using GrapeGears survives seamlessly.
Upgrading the accounting system software or changing to another accounting platform entirely, is simplified by GrapeGears, which will continue to serve your sales and marketing function and update the new accounting system in the same easy, secure and fully functional way.
GrapeGears Development Requests
Because the GrapeGears team is committed to providing the most valuable winery management software available, it is important that we continually assess proposed developments and their possible incorporation within GrapeGears and prioritize those that deliver additional industry-necessary functions to clients.
We only review development requests from existing GrapeGears customers and once a project is accepted, we’ll develop the code, test it to make sure it meets our standards and develop documentation before we release the finished function. Once released, all GrapeGears clients will benefit from the added functionality should they choose to use it.