Distribution — building materials
How we migrated a distributor with 3 warehouses from SAGA to WinMENTOR in 4 weeks, with zero data loss and a 68% cut in stocktaking time.
68%
less stocktaking time
1 day
monthly close (down from 5)
4 weeks
from audit to go-live
The client is a regional building materials distributor in Transylvania, operating since 2009. When they first contacted L&E, the company had:
The business had grown organically, but the accounting system had not kept pace. The main pain points:
SAGA did not support real-time multi-warehouse inventory. Stock was reconciled by hand — one operator updated a central spreadsheet at the end of each day. Discrepancies reached 5–15% of total stock value.
The chief accountant worked almost non-stop through the last week of every month to reconcile the three warehouses, check invoices and produce the trial balance. "Friday, 11pm, and still not done" was a recurring situation.
The annual stocktake required shutting down all warehouses at the same time. Three teams, three days, manual reports, transcription errors.
From January 2024 the company fell under the B2B e-Invoicing mandate. Invoices were issued in SAGA and re-submitted manually to the ANAF SPV portal — an error-prone process that produced 2–3 rejected invoices a week.
We carried out a full audit:
Deliverables: a design document covering the warehouse structure, the WinMENTOR chart of accounts, and a migration plan with timeline.
WinMENTOR configuration:
Data migration from SAGA:
Reconciliation: the client's accountant compared the WinMENTOR trial balance against SAGA at the cut-off date — difference: zero.
Role-based training for 12 users:
Go-live took place at the start of the month, so that the first operational month would be complete. An L&E consultant was available remotely for the first three days to resolve any issue immediately.
First two weeks: 47 support tickets, all resolved within 4 hours.
With handheld terminals connected to WinMENTOR, a warehouse stocktake now takes 3–4 hours instead of a full day. The count sheet is generated automatically, the operator scans the barcode and enters the physical quantity, and WinMENTOR computes overages and shortages instantly.
The chief accountant now closes the month by the 2nd of the following month. Management reports are ready on the morning of the 3rd.
e-Invoices are transmitted automatically at the moment of issue. Zero rejections in three months of operation.
The first SAF-T D406 submission passed validation with no errors. A subsequent ANAF review raised no findings.
The manager sees stock across all three warehouses in real time, from a phone, through the WinMENTOR web application. Inter-warehouse transfers are approved electronically, with no phone calls.
Services used in this project: Data Migration · Implementation · Training
“Before L&E, stocktaking took 3 days and we always found discrepancies. Now we do it in a few hours with handheld terminals and WinMENTOR confirms the correct stock instantly. Worth every leu.”
General Manager
Operations Director · Building materials distributor
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