SME Management System【Complete Guide】| Seisei

Published: November 30, 2023

Complete guide to management system selection for SMEs. Compare systems integrating POS, accounting, and inventory management, and introduce best selection methods for SMEs.

SME Management System【Complete Guide】

TL;DR

  • Core Problem: Don't know which management system is best for SMEs. Managing POS, accounting, and inventory separately is difficult.
  • Quick Answer: For SMEs, management systems with integrated "POS, accounting, and inventory management" are optimal. With Seisei, sales to accounting are automatically linked, reducing work time by 80 hours per month and costs by 40%.
  • Target Audience: SME owners (restaurants, retail stores, service businesses), accounting managers, store managers
  • Expected Benefits: By choosing appropriate management system, achieve 80 hours/month work time reduction, 40% cost reduction, and 20% sales increase
  • Reading Time: 16 minutes

Important Terms

Management System

Definition: System that integrates functions necessary for business management. Unifies management of POS, accounting, inventory management, human resources management, etc. Scope: Includes POS, accounting, inventory management, human resources management, customer management, sales analysis. Unlike individual systems, data is automatically linked. Related: Integrated system, all-in-one system, ERP (Enterprise Resource Planning)

POS-Accounting Integration

Definition: System where POS and accounting software are integrated from the start. Sales data is automatically converted to accounting data. Scope: Includes automatic journal entry of sales data, automatic tax classification, automated daily/monthly closing. No separate integration fees. Related: Integrated POS system, all-in-one POS

Inventory Management Integration

Definition: System where POS and inventory management are integrated. When products are sold, inventory counts are automatically reduced. Scope: Includes inventory auto-update linked to sales, automatic reorder point calculation, inventory alert features. Related: Integrated inventory management, POS-inventory integration

SME Challenges and Management System Solutions

Challenge 1: Managing Multiple Systems is Difficult

Specifics:

  • Managing POS, accounting, inventory with separate systems
  • Data linking is manual
  • Data inconsistencies between systems occur
  • Multiple system fees

Impact:

  • Increased work time
  • Data entry errors occur
  • Cost increases
  • Delayed management decisions

Solution: Implement management system with integrated POS, accounting, and inventory management

Effect (Seisei implementation case study, N=40):

  • Work time: 80 hours/month reduction
  • Data entry errors: 90% reduction
  • Cost: 40% reduction

Challenge 2: Sales and Accounting Linking is Manual

Specifics:

  • Manually transferring sales data to accounting
  • Tax classification judgment is manual
  • Daily/monthly closing is manual
  • Integration fees

Impact:

  • Increased work time
  • Input errors occur
  • Cost increases
  • Delayed management decisions

Solution: Implement system with integrated POS and accounting

Effect (Seisei implementation case study, N=40):

  • Work time: 60 hours/month reduction
  • Input errors: 95% reduction
  • Integration fees: ¥0 (because integrated)

Challenge 3: Inventory Management is Manual

Specifics:

  • Manually entering inventory counts
  • Don't know ordering timing
  • Inventory loss occurs
  • Inventory management system fees

Impact:

  • Increased work time
  • Inventory loss occurs
  • Cost increases
  • Lost sales opportunities

Solution: Implement system with integrated POS and inventory management

Effect (Seisei implementation case study, N=40):

  • Work time: 30 hours/month reduction
  • Inventory loss: 30% reduction
  • Ordering optimization: 10% cost reduction

Management System Selection Guide (Step-by-Step)

Step 1: Clarify Required Features (1 hour)

Goal: List required management features for your company

Actions:

  1. Check if POS features are needed
  2. Check if accounting features are needed
  3. Check if inventory management features are needed
  4. Check if human resources management features are needed
  5. Check if customer management features are needed

Deliverable: Feature requirement list

Verification: Separate essential and optional features

Step 2: Decide Between Integrated or Individual Type (30 minutes)

Goal: Determine whether to use integrated system or individual system

Actions:

  1. Check current system configuration
  2. Check necessity of data linking
  3. Check pros and cons of integrated system
  4. Check pros and cons of individual system

Deliverable: System configuration policy document

Verification: Compare costs of integrated and individual types

Selection Checklist

Preparation Stage

  • Listed required features
  • Decided between integrated or individual type
  • Decided budget
  • Clarified current business challenges
  • Clarified implementation purpose

Comparison Stage

  • Selected 3-5 candidate systems
  • Organized each company's features in comparison table
  • Compared pricing plans
  • Checked for SME-oriented features
  • Checked reviews and ratings

Management System Comparison Table

Evaluation Item Integrated (Seisei) Individual (POS+Accounting+Inventory) Recommended
Initial Cost ¥100,000~300,000 ¥150,000~500,000 Integrated
Monthly Fee ¥10,000~20,000 ¥15,000~30,000 Integrated
Data Linking ✅ Auto linking ⚠️ Manual linking Integrated
Work Time 80 hours/month reduction 40 hours/month reduction Integrated
Cost 40% reduction 20% reduction Integrated
Usability ✅ Simple ⚠️ Somewhat complex Integrated
Customization ⚠️ Limited ✅ Flexible Individual
SME-Oriented ✅ Optimal ⚠️ Medium scale+ Integrated

Data Source: Management System Market Survey 2023, each company's official website (as of November 2023)

Frequently Asked Questions (FAQ)

Q1: Is a management system necessary?

A: Recommended if managing POS, accounting, and inventory separately is difficult. Especially integrated systems can automatically link data and reduce work time by 80 hours per month.

Q2: Which should I choose, integrated or individual?

A: Integrated is recommended for SMEs. Data is automatically linked and costs can also be reduced by 40%. However, if emphasizing customizability, individual can also be considered.

Q3: Is POS and accounting integration necessary?

A: Essential if you want to streamline accounting work. Sales data is automatically converted to accounting data, reducing work time by 60 hours per month.

Q4: Is inventory management integration necessary?

A: Effective if you want to streamline inventory management. Inventory is automatically updated in sync with sales, reducing inventory loss by 30%.

Q5: How much does a management system cost?

A: Integrated: initial cost ¥100,000300,000, monthly ¥10,00020,000. Individual: initial cost ¥150,000500,000, monthly ¥15,00030,000.

Q6: Can it integrate with existing systems?

A: Some management systems can integrate with existing systems. However, integration may require additional fees. Integrated systems are already linked from the start, so no additional fees are needed.

Q7: How long does implementation take?

A: Integrated: 2-4 weeks, Individual: 4-8 weeks. Initial setup, data migration, and staff training take time.

Q8: Is support available?

A: Many management systems provide phone, email, and chat support. Also check for training during implementation and regular support.

Q9: Can it be used from smartphones?

A: Many management systems provide smartphone apps. Can check sales and inventory status from outside.

Q10: How effective is implementing a management system?

A: Proven results: 80 hours/month work time reduction, 40% cost reduction, 20% sales increase.

Q11: Is data migration possible?

A: Many management systems provide data migration support. CSV format export/import functionality also available.

Q12: Is customization possible?

A: Integrated systems have limited customizability. Individual systems have high customizability. If customization is needed, check in advance.

Summary

When choosing a management system for SMEs, the following points are important:

  1. Integrated systems are recommended: Automatic data linking, cost reduction by 40%
  2. POS and accounting integration is essential: Can reduce work time by 60 hours/month
  3. Inventory management integration is effective: Can reduce inventory loss by 30%

Seisei Features:

  • ✅ POS + Accounting + Inventory integrated
  • ✅ Initial cost ¥0
  • ✅ 80 hours/month work time reduction
  • ✅ 30-day free trial

References

Industry Reports

  1. Management System Market Survey 2023 - Market trend data
  2. Management System Comparison Survey 2023 - Feature and price comparison
  3. SME Business Survey 2023 - Usage data

Each Company's Official Website

  1. Seisei official website - Integrated management system information (as of November 2023)
  2. Major management system companies' official websites - Feature and price information

Internal Data

  • Seisei Customer Effectiveness Report 2023: Comparison data 3 months before and after implementation (N=40)
  • Management System Implementation Case Studies: Effectiveness measurement data

Final Update: November 30, 2023
Next Update Scheduled: May 2024