Context and Challenge
HFN operates multiple physical stores and e-commerce websites, each functioning as a separate sales point. Every day, hundreds of orders were being placed through different channels, but order data was stored separately in various systems. This led to several challenges:
- Data fragmentation: Orders from different channels were scattered across different platforms, making it difficult to track customer purchases in one place.
- Manual inefficiencies: Managers had to navigate multiple systems to process and update orders, increasing errors and processing delays.
- Limited integration: The lack of seamless synchronization with warehouse management, delivery services, and accounting systems caused operational bottlenecks.
- Compliance concerns: Ensuring secure storage and processing of customer data according to GDPR requirements was becoming increasingly complex.
Recognizing these challenges, HFN decided to invest in a custom sales order management system that would unify order processing, reduce human errors, and integrate all sales channels into a single, efficient platform.
Client’s Objectives
HFN decided to invest in a custom-built system to get the following results:
- A unified system to manage orders from all sales channels in one place
- Seamless integration with warehouses, delivery services, and accounting software
- Automation of order processing to minimize human errors
How We Approached the Project
To meet HFN’s needs, our team focused on building a scalable, centralized, and user-friendly sales order management system. Key steps included:
- Discovery
We started by analyzing the client’s business needs, existing processes, and challenges with their previous system. This phase helped us understand key requirements and define the best approach for the new solution.
- Planning
Our team outlined the project roadmap, set priorities, and established a clear development timeline. We also identified the necessary technologies and integrations to ensure seamless system performance.
- Defining the project’s scope
We worked closely with the client to finalize the list of the system’s features, including sales order management, payment processing, and integrations with warehouse and accounting software. This step ensured all essential functionalities were included from the start.
- Development of Sales OMS
Our engineers built the core system, implementing key modules for order processing, customer data management, and real-time tracking. We also integrated third-party services to automate operations and improve efficiency.
- Testing
Our software engineers conducted testing to validate performance, security, and system reliability. We also performed functional, integration, and user acceptance testing to ensure a smooth user experience.
- Support and maintenance
After deployment, we continued working with the client to provide technical support, monitor system performance, and implement updates as needed. This ensured long-term stability and adaptability to future business needs.
Solution Overview
Our custom sales order management system includes:
- Sales order list
A centralized dashboard displaying all customer orders across sales channels, with detailed order tracking.
Detailed Execution Timeline
The project was developed over several phases, ensuring efficient implementation:
- Discovery & requirements gathering – 240 hours
- System architecture & planning – 160 hours
- Core development (Sales Order List, Order Management, Customer Data, Payment Processing) – 800 hours
- Integration with warehouse, delivery, and accounting systems – 480 hours
- Testing & QA – 240 hours
- Deployment & ongoing support – continuous
Results and Impact
Qualitative results:
- Scalable OMS: Ready to handle future growth and additional sales channels.
- Reduced manual work: Managers can now process and track orders in one place, reducing manual work.
- Seamless integration: The system is connected with warehouses, delivery services, and accounting software.
- Enhanced security: GDPR-compliant customer data protection and audit logging.
Key Takeaways and Lessons Learned
Success factors:
- Collaborative discovery: Close engagement with HFN stakeholders ensured the solution addressed their pain points.
- Iterative development: Frequent feedback loops enabled continuous alignment and improvements.
- Long-term partnership with Forbytes: A trusted relationship enabled seamless collaboration and a deep understanding of HFN’s unique needs.
- E-commerce expertise: Forbytes leveraged extensive experience in e-commerce to design a solution tailored to industry challenges.
- Proven track record: Previous successful projects with HFN reinforced confidence in Forbytes’ ability to deliver high-quality, impactful solutions.
- Customized solution over off-the-shelf: Unlike the off-the-shelf platform, Forbytes’ custom PIM solution offered the scalability and flexibility HFN required.
Challenges overcome:
- Legacy system migration: Transitioning from multiple old systems to a single platform required careful planning and execution from our technical team.
Data synchronization: Integrating real-time inventory and order data across multiple systems was a major technical challenge that Forbytes successfully resolved.
User adoption: Forbytes’ tech experts fully adjusted the system to HFN’s needs and helped their managers with system adoption and training.
- Data fragmentation: Previously, orders were scattered across various platforms. We unified all order flows (from websites, stores, and third-party systems) into one platform.
- Manual inefficiencies: Managers had to jump between multiple systems to process orders, increasing workload and error rates. The new system centralizes everything, reducing effort and mistakes.
- Complex integrations: Real-time data exchange between the sales order system and tools like Microsoft Dynamics NAV, WMS, and delivery software required deep technical expertise — which we successfully delivered.
- Legacy system migration: Moving from outdated tools to a modern platform required careful data migration and workflow adjustments to avoid disruptions.
- User adoption: Our team provided onboarding and support to ensure HFN’s managers could use the system efficiently and confidently from day one.
- Compliance and security: Handling sensitive customer data required secure infrastructure and detailed audit logs to meet GDPR and internal policies.
The result is a flexible and easy-to-use platform that helps HFN work faster, make fewer mistakes, and manage all their orders in one place.
