The Expectations of AIYA:

Goal: Fully Automated Webshop

“Our goal is to achieve a fully automated webshop by migrating from Dynamics 365 Business Central to the cloud. Additionally, we want our system to become more performant.”

The Results of Our Work:

Improvements at a Glance

  1. Cloud-based ERP solution
  2. Increase in efficiency: system runs faster
  3. Internal know-how built up
  4. Greatest success: fully automated webshop
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So It Has Been so Far:

Initial State: Outdated System with Manual Processes

“Before implementing Microsoft Dynamics 365 Business Central Online (Cloud) with anaptis GmbH, we were working with an older on-premises version of the system. Since this was an outdated model, we had no choice but to upgrade. It was therefore logical to take advantage of the Bridge to the Cloud 2 (BTTC2) promotion for license conversion to SaaS in order to be more cost-effective and flexible. A major benefit of migrating to the cloud for us was improved accessibility (e.g., a faster system) and more intuitive access. Additionally, we had been dissatisfied with our previous partner for some time, as they were quite expensive and provided limited support. With the migration to the cloud, our main focus is now on our Kissa-webshop and the integrated Shopify interface in Dynamics 365 Business Central, as we previously handled many processes manually. We want to automate this process to achieve greater efficiency in customer service.”

Challenges and Wishes at a Glance:

  1. Outdated system
  2. Desire for a faster system and an integrated Shopify interface
  3. Desire for a fully automated webshop: simplified processes in customer service
How Did AIYA Come to Us?

Partner Search: AIYA Meets anaptis

“It was quickly clear to us that we would carry out the migration to the cloud together with anaptis, since our contact person at anaptis was already familiar with our company and the background of our processes. Additionally, after a very pleasant conversation, we received an attractive offer that provided a good value for money. During an initial workshop, we outlined our specific requirements and wishes, which were then used to develop a concept. Together with anaptis, we distinguished the following categories: Must-Haves (which aspects do we want to implement immediately?) and Nice-to-Haves (where can we improve in the future?).

First steps toward an automated web shop

Furthermore, we explored ways to connect our Kissa-web shop, our ERP system, and the ERP system of our partner in the warehouse. Our web shop warehouse is solely responsible for storing our products and processing orders from our web shop. Fortunately, our partner also uses Dynamics 365 Business Central, so this should be represented via a standard interface to the external warehouse. The more complex part is transferring information from our partner’s Dynamics 365 Business Central into our own Dynamics 365 Business Central — including order details. To plan the migration and integration of the web shop and to assign tasks, we have created a project plan accordingly.”

We Have Done that:

Implementation: Business Central (Cloud)

“The implementation of Dynamics 365 Business Central Online (Cloud) was a lengthy process. Initially, we delegated tasks to the central key users in-house, granted permissions, and conducted extensive testing. The first internal challenge was motivating our key users to take the time, alongside their daily business, to test the new system. Our goal was for our employees to work as closely as possible with the new system. Additionally, there was a training session covering the basics and the differences compared to the previous version, but there were no major questions afterward. After several update cycles, we made a few adjustments. Then, we tested again to ensure everything was functioning properly. This took a bit longer than expected, but ultimately, it worked very, very well.

Good collaboration through short communication channels

Overall, the cooperation with anaptis was excellent. In particular, communication via Microsoft Teams was very convenient. We greatly appreciated the quick and prompt support at all times. The ticket system was also very practical. Our contact person fully convinced us on a personal level. We were able to establish a good communication basis very quickly, since anaptis always kept us in mind during absences, and tasks were handed over to colleagues as needed. Therefore, scheduling and planning for the next project steps generally worked well, and there was high availability at all times.”

The Successful Result:

Result: Cloud-based ERP Solution and Fully Automated Webshop

“In summary, migrating to the cloud with Dynamics 365 Business Central represents a significant improvement over our old system. Our system now runs much faster. An additional positive side effect is that we have gained a lot of knowledge throughout the process, and we are now able to solve problems independently at first contact. This has allowed us to build internal expertise. The biggest success is the migration of our Kissa-webshop in the warehouse, whose processes are now automated and integrated with Shopify and Dynamics 365 Business Central.

This means: Almost all manual steps have been automated. We are now in a situation where an order comes into Shopify, is automatically transmitted to the warehouse, and lands in Dynamics 365 Business Central. A customer account is created automatically, and if the customer has purchased a product before, they are assigned to the correct customer account. Subsequently, a sales order is generated when the product is shipped, and the batch is automatically inserted into the order. When the product has been shipped, an invoice is created. All that remains is to send this invoice to the customer. This way, the staff in customer service now only have a verification role and no longer need to perform all the bookings manually. Previously, this process was very time-consuming, and it was definitely the biggest improvement in terms of service.

Since we highly value our collaboration with anaptis, we are also considering integrating the Power BI tool in the future to further improve our reporting.”

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At anaptis, we have been excited by the human component from the very beginning. Working with anaptis is extremely pleasant. We especially appreciated the prompt communication throughout the entire project with anaptis.

Takemi Derschmidt, Coordination of Project Management and HR Manager, AIYA Europe GmbH

May We Introduce:

AIYA Became Cloud ready

Aiya Europe GmbH is the largest Matcha producer from Japan, offering a wide portfolio of Matcha and green tea products. The company has been operating for 135 years as a supplier and market leader in Matcha tea, maintaining a family tradition. AIYA Europe GmbH is headquartered in Hamburg, with two additional locations in Vienna and Brighton, and employs approximately 55 staff members.
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Locations

55
Team members

135
Years of experience

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