Software unleashes inventory solution for liqueur manufacturer

When coffee nerd Tom Baker joined forces with Philip Moore in 2013, they probably didn’t realise within five years they would have an award-winning product on their hands.

Moore, the distiller, and Baker, a designer by trade, both loved coffee and decided that consuming it in a liqueur form had yet to be perfected, and thus Mr Black was born.

Brewed on the Central Coast of New South Wales at Distillery Britannica, Mr Black has not so much found a niche in the coffee liqueur market but taken it by storm.

Mr Black is a cold brew that has made headway into the UK and US. Five years ago it won a gold medal at the London Spirit Show and has continued to collect silverware on a regular basis. Mr Black operations manager, Rick Roper, can see only good things in the future for this Australian-based beverage.

“In 2017, Mr Black was launched in the US and has now established itself as the biggest selling Australian spirit there,” said Roper. “It is highly regarded and is developing a strong following coast-to-coast.” The product itself is cold-brew, pressed coffee using speciality lot Arabica beans from Colombia and Kenya blended with high-quality grain spirit to make the final product that you see today.”

However, with that growth came logistics issues. In order to keep on top of the bureaucracy of running the business, Roper knew the company needed something to complement its simple inventory system, so decided to invest in Unleashed Software. Like Mr Black, Unleashed has a good reputation within its market. Roper said Mr Black needed a system that would handle the increased throughput, product size and range as it started to grow. This was because it became apparent that if something wasn’t put in place soon, the ability to keep on top of the increasing volume of product could get out of hand.

“Prior to implementing Unleashed, we were only using Xero but found it inadequate for the business because it couldn’t handle manufactured items,” he said. “Xero is a great accounting system but without a bill of material structure, it can’t assemble finished product from components. There was a need to have an inventory system that integrated with Xero in the cloud that was easy to use and could handle manufacturing to grow as the company did. Unleashed immediately gave us control and accuracy of materials and costs.

“In our case, we convert varieties of coffee, speciality sugars, bottles, and packaging into Mr Black in different concentrations and sizes and we have to have accurate inventory transactions at every step,” he said. “Unleashed does that and keeps track of inventory down to batch and unit of measure with ease.”

Ease of use has been one of the key benefits of Unleashed along with the ability to be partnered with other software. This was why Mr Black management decided the software solution was the right choice for them. In addition to Xero, Unleashed has partnered with other third-party vendors. Users can use their accounting system with an easy-to-use integration module in the integration store.

“You can also custom integrate other software via programming interfaces (APIs), that Unleashed can assist with,” said Roper. “Otherwise, to access support to use Unleashed, with clients like us, you can choose an integration partner. Ours is Cloudsolve in Sydney. Besides providing support to get us up and running between Xero and Unleashed, they also provide ongoing support and some outsourced financial services.

“Unleashed is continually adding modules and capabilities outside of pure inventory management. For example, the integration store offers more sophisticated material planning and eCommerce solutions. We have also integrated Unleashed with Shopify allowing efficient online sales fulfilment and billing.”

The key to any type of integration software is not only how it can streamline processes but also the ease of set-up and use. Roper said that Unleashed was not hard to set up or use and has been ideal for getting on top of manufacturing and inventory.

These integration capabilities have made Unleashed a widely used inventory software that is adaptable to many companies’ different needs, according to Roper.

“They are not trying to be a SAP or Microsoft Dynamics or anything like that,” he said. “It is inventory management software in the cloud and is simple to use.”

Roper said the core modules are great to use when it comes to raising and completing sales and purchase orders. For example, orders can be cloned from an earlier order and emailed from the screen. With some background setups in customers, suppliers, pricing, items, document templates and so on, transaction efficiency is high. Users don’t have to do excessive manual steps. In other words, there are less errors and it saves time, according to Roper.

“The dashboard set up displays relevant data such as period to date sales revenue and margins, purchasing and sales transaction status, inventory levels and stock turn KPIs,” he said. “Data access and exports are straightforward. Standard reports are all there and custom reports can be set up.

“While they are adding new features all the time, many features that are nice to have are there. One is that relevant information is displayed in various formats depending on the screen. For example, in Purchases, order minimums are made visible and supplier prices auto-populate” said Roper. “It has a pricing module by group, customer and product, enabling pre-setting of customer sales terms. Again, this helps with the accuracy and efficiency in order processing. It also has min/max stocking levels that can be set for alerts and reordering, as well as a simple replenishment function, which we use for reordering some items.

“For us it’s a one-size fits all. Set up was fast and no customisations were necessary. Even though we started small, all the modules are available to all users whether it is a one-user account or a larger multi-user account. For us, as we have grown, we didn’t need to upgrade do get additional modules. It’s scalable.”