Case Study - Streamlining ERP Data for a Major Food Wholesaler

A key member of the national Palvelutukkurit (Patu) network, a major Finnish food wholesaler, found themselves stalled. They needed to unify thousands of SKUs under a single numbering system—an essential prerequisite for adopting a new ERP. Despite initial progress on about 1,000 products, over 5,000 remained untangled. Manual Excel updates were the slow, error-prone norm, creating significant operational risks:

• The project was projected to take three additional years without external intervention, delaying crucial ERP benefits.
• Constant inventory fluctuations, new product introductions, and phasing out old items added layers of complexity that manual processes couldn't handle efficiently.
• Specific operational nuances like variable weight items, deposit systems, and supplier-specific data requirements demanded tailored, robust solutions beyond basic spreadsheet capabilities.
• Critically, any mistake during the data harmonization risked e-commerce downtime, disrupted order fulfillment, customer dissatisfaction, and significant operational friction.

The wholesaler needed more than just IT support; they required a partner with deep operational understanding of the food wholesale sector and sophisticated data management expertise. The key was finding someone who could execute rapidly and transparently, minimizing risk to daily business while delivering a future-ready data foundation.

Econ stepped in as a turnkey partner, leveraging our unique blend of operational insight and advanced data automation. We bypassed the limitations of manual Excel workflows, delivering the required results 50x faster and eliminating the bottlenecks that had stalled the project. Our approach focused on preserving continuity while delivering rapid transformation:

Turnkey Project Execution & Minimal Disruption

• We managed the entire migration process, freeing the client's internal team to focus on core business operations.
• Crucially, our solution was designed to integrate with the client's existing systems and environment. There were no forced replacements, ensuring minimal disruption and respecting their current IT landscape—a core Econ principle.

Comprehensive Product Data Audit & Cleansing

• We didn't just migrate data; we audited it. This involved consolidating duplicate products and identifying/removing outdated or unsold SKUs.
• This process uncovered hidden errors and inconsistencies, not just in the client's data but also in the chain-level information, providing crucial feedback for broader improvements.

Tailored Problem-Solving for Operational Realities

• Standard automation wasn't enough. We created custom workflows to handle the complexities of variable weight items, deposit systems, and unique supplier data constraints—reflecting our deep understanding of Food & Trade operational details.
• We ensured the new product numbering system integrated seamlessly into existing order pipelines, price lists, and inventory management processes.

5,000+ Products Migrated in Just 3 Weeks

• Through rapid automation and direct data mapping techniques, we condensed the anticipated three-year timeline into an astonishing three weeks.
• The transition was so smooth that day-to-day operations continued uninterrupted. Old product numbers worked in parallel with new ones, with no disruption to existing workflows.

Integrated Reporting & Proactive ERP Preparation

• Our solution enabled seamless data flow for procurement and reporting, ensuring the wholesaler could remain fully operational even if the new ERP launch occurred mid-fiscal year.
• Going beyond the initial scope, we proactively flagged potential bugs and limitations identified in the target ERP system during our integration work, giving the client valuable foresight to avoid future breakdowns. This highlights Econ's transparent vantage and commitment to long-term success.

Econ’s targeted intervention delivered significant, measurable results, transforming a high-risk project into a strategic success:

50x Faster Data Migration & Resource Liberation

The client saved thousands of hours previously consumed by manual spreadsheet management, freeing valuable team members for more strategic, value-adding tasks.

Zero Operational Downtime

Business continuity was paramount and achieved. The e-commerce platform, inventory management, and reorder pipelines remained fully operational throughout the migration, preventing revenue loss and maintaining customer trust.

Cleansed, Accurate, and Future-Ready Data

The rigorous audit and cleanup process ensured that every product record was correct, consistent, and ready for the new ERP system, reducing potential confusion and strengthening confidence in future data-driven decisions.

Immediate & Demonstrable ROI

Within the first quarter post-migration, the client achieved a significant 70% reduction in costs associated with manual data entry. More importantly, they completely sidestepped the substantial financial and operational risks of a delayed or failed ERP implementation.

Foundation for Lasting Confidence

By proactively identifying potential system issues and ensuring the localized product data structure was robust, Econ provided the wholesaler with a stable, reliable foundation to build upon. This foundation won't require costly re-work when the new ERP goes live, ensuring long-term value and system integrity.