Case Study: Tourism

Tourism and Entertainment 

MYOB Advanced Case Studies

McGuires Hotels

“When COVID hit, and Brisbane did go into lockdown, I was able to work from home – that’s something I wouldn’t have been able to do with our old system.”

Four generations of McGuires have run hotels in Brisbane and the South East Queensland region – it’s a passion for hospitality that seems to be in the blood.

Irish ex-policeman James McGuire saw an opportunity and took it, opening a pub in Brisbane in the early 1900s.

That was the first of what would become a family empire, spurred on by legendary pub owner Richard “Dick” McGuire who took over the business in the 1960s. His four children, Richard, Regina, Jim and Tom, worked alongside their dad from the get-go, and even today, the next generation is still hands-on – with 17 grandkids waiting in the wings.

Still family owned after 120 years

 

That spirit of togetherness is at the heart of the group’s success today. McGuires is the largest family-owned hotel chain in Queensland – with ten establishments across the state.

Being still family-owned is a rarity these days, with many owners selling to multinational chains. But keeping it in the family means the McGuires can continue providing honest value for money in friendly, neighbourly hotels. It’s a big part of why McGuires has been such a long-running success, even with the twists and turns of changing tastes and expectations (not to mention a global pandemic).

As the business has passed from one generation to the next, it has adapted to become more modern and efficient – and when the latest generation started to move up the ranks, it was the group’s disjointed business management system that they started eyeing up first.

“In 2016, the next generation of family members started to come through who were more up to date with technology. So we started to look at how to better integrate our systems,” says Angela Corcoran, Head of Group Accounts.

Manual processes hindering progress

Out-of-the-box system limited in functionality

The business was experiencing a raft of challenges – their old system required hefty manual entry, despite having a digital accounting system.

“There were three of us that were basically just doing data entry – it was slow, tedious, and you lacked the time to do any kind of analysis because you were constantly stuck in the circle of data entry,” Angela explains.

Reports weren’t in real-time, so management simply couldn’t see how the business was performing today – only what had happened the month before.

And then there was the issue of keeping systems updated across all ten hotel sites.

“Logistically it was a nightmare!” says Angela. “The file sizes back then didn’t really send well, we were backing up with USBs or sometimes discs, and then we’d have to send it up with one of our in-house couriers before I could even start the work on it.”

MYOB Advanced brings hotel family together

System customised to meet business needs

It didn’t take long for the new generation of McGuires to notice that Angela and her team were consumed by data entry – leaving hardly any time to analyse the data.  

“My eyes lit up when I found out what MYOB Advanced was capable of and how much time it could save me and my team,” says Angela.

Customised to the business, MYOB Advanced offered flexibility and more functionality, allowing her team to multitask.

Integrated, streamlined, working efficiently

Automated workflow speeds up daily tasks

 

Every day, stock invoices from across the business are imported into MYOB Advanced from multiple sources, as well as sales and banking from their POS, gaming machines and accommodation systems. The system automatically handles huge transaction volumes and generates a weekly CSV wage file in minutes.

For Angela, this change has improved efficiency and reduced her stress levels.

“I would never once go for more than a day or two on holiday because trying to play catch-up when you got back was just a nightmare.”

“Streamlining that business function means we’ve been able to scale back and refocus our time on continual improvements and efficiencies – like at the moment, we’re in the process of setting up bank feeds – that will ultimately help to drive the business forward,” she says.

Easy automatic-payment approvals

 

The business has also tightened up its bill-approval process, switching the responsibility from staff at head office to individual hotel managers.

Before, bills would be paid before managers were able to check them.

“We just couldn’t move the paperwork around quick enough for manager approvals to happen before getting the bill be paid on time,” Angela explains.

Now, supplier invoices are automatically loaded to the system, where managers can view and approve payments. This gives better visibility of running costs and means errors are picked up quickly.

Access to real-time reporting

 

Because Angela and her team are now freed from mass amounts of data entry, the business has access to powerful real-time financial insights – within a week of the current trading date – shifting the team’s focus from completing manual processes to contributing valuable strategic recommendations when planning for future growth.

“We’re getting utilised in a different way. Now, we’re getting a lot more involved with business decisions and fixing errors in a timely manner,” Angela says.

Adapting to a global pandemic

 

Migrating the business to a cloud-based system has not only been critical for working from home but being able to access data remotely is now the new normal. Angela says the business is lucky they’ve been able to stay somewhat operational – before MYOB Advanced, accessing data remotely just would not have been possible.    

“When COVID hit, and Brisbane did go into lockdown, I was able to work from home – that’s something I wouldn’t have been able to do with our old system.”

No longer running ten steps behind

 

With MYOB Advanced, McGuires has shifted focus from repetitive administrative tasks to projects that add value and drive business performance.

“The difference it has made both from a work and personal health perspective – I couldn’t fault it,” Angela says.

Summary

A quick rundown on McGuires Hotels

  • First pub acquired in the early 1900s, now the largest family-owned hotel chain in Queensland, Australia

  • Still a family-run business after 120 years

Running like clockwork with Advanced

  • Stock, sales and banking can be seen across their business entities and locations

  • Accessible, real-time reporting now being used to drive business performance

  • Cloud-based ERP allows remote access and working from home capabilities

  • Simplified approvals process helps hotel managers stay on top of running costs

  • Administrative tasks streamlined and automated = better employee output

- - - 

World Challenge Expedition

 

"It's great to be able to access the system in the cloud from anywhere"

 

A world challenge? MYOB Advanced is up for it!

 

World Challenge organises international tours for students, who get to experience exciting parts of the world in a safe, well-supported environment. MYOB Advanced & People provides a cost-effective business system with an emphasis on user-friendly payroll management.

Background

 

World Challenge started back in 1985, and takes over 8,000 students on expeditions to over 40 destinations every year. Its work is strongly influenced by seasonal factors and its payroll fluctuates accordingly.

 

The Problem

Needs had outgrown the system

 

“We’d been using MYOB AccountRight for a number of years and we’d simply outgrown it,” says World Challenge’s Australian Finance Manager, Shaye Franks. “It only allowed access for one login at a time, it was slow and cumbersome and didn’t provide the reporting capabilities we required.”

World Challenge went looking for a system that could handle all the various sub-accounts in its GL, combined with reliable HR & Payroll management. A cloud-based system was another priority, for scalability and cost saving.

 

The Solution

Easy to access and fully integrated

 

MYOB Advanced was chosen for its multiple ledger capabilities, that enabled consolidated reporting and eliminated the complexities of managing various intercompany transactions. Advanced has given World Challenge the functionality it needed, at a price it could afford.

Shaye also praises Advanced for its user-friendliness and reporting capabilities: “Without training you can easily navigate through and understand the different areas and processes. The drill-through in reporting and being able to attach files and comments has helped us with audit trails.”

The Outcome 

Flexibility where it counts most

 

The Advanced People module stores all the payroll data. It’s easily configurable, to fit a wide variety of employee scenarios, and live data that can be manipulated to cover any special reporting needs.

World Challenge prides itself on delivering safe, rewarding travel experiences for young people. Its highly experienced staff in the field are supported by skilled support people, aided by a reliable back-office system that enables comprehensive management and reporting.

Summary

Before

  • Slow, dated, cumbersome system

  • Limited reporting capabilities

  • Difficult to handle complex transactions

After

  • Integrated accounting, payroll and HR functionality

  • In-depth, flexible reporting

  • Complex GL requirements handled easily

  • One view of all employees

- - - 

Museum of Australian Democracy

 

"Without Advanced we would be doing the same old things the same old way."

A world challenge? MYOB Advanced is up for it!

 

World Challenge organises international tours for students, who get to experience exciting parts of the world in a safe, well-supported environment. MYOB Advanced & People provides a cost-effective business system with an emphasis on user-friendly payroll management.

Background

 

World Challenge started back in 1985, and takes over 8,000 students on expeditions to over 40 destinations every year. Its work is strongly influenced by seasonal factors and its payroll fluctuates accordingly.

The Problem

Needs had outgrown the system

 

“We’d been using MYOB AccountRight for a number of years and we’d simply outgrown it,” says World Challenge’s Australian Finance Manager, Shaye Franks. “It only allowed access for one login at a time, it was slow and cumbersome and didn’t provide the reporting capabilities we required.”

World Challenge went looking for a system that could handle all the various sub-accounts in its GL, combined with reliable HR & Payroll management. A cloud-based system was another priority, for scalability and cost saving.

 

The Solution

Easy to access and fully integrated

 

MYOB Advanced was chosen for its multiple ledger capabilities, that enabled consolidated reporting and eliminated the complexities of managing various intercompany transactions. Advanced has given World Challenge the functionality it needed, at a price it could afford.

Shaye also praises Advanced for its user-friendliness and reporting capabilities: “Without training you can easily navigate through and understand the different areas and processes. The drill-through in reporting and being able to attach files and comments has helped us with audit trails.”

 

The Outcome

Flexibility where it counts most

 

The Advanced People module stores all the payroll data. It’s easily configurable, to fit a wide variety of employee scenarios, and live data that can be manipulated to cover any special reporting needs.

World Challenge prides itself on delivering safe, rewarding travel experiences for young people. Its highly experienced staff in the field are supported by skilled support people, aided by a reliable back-office system that enables comprehensive management and reporting.

Summary

Before

  • Slow, dated, cumbersome system

  • Limited reporting capabilities

  • Difficult to handle complex transactions

After

  • Integrated accounting, payroll and HR functionality

  • In-depth, flexible reporting

  • Complex GL requirements handled easily

  • One view of all employees

 
 
 

MYOB Exo Case Studies

Mega Music

"Exo delivered a backend system that operated and performed to our team’s expectations."

Exo hits the right note

 

100% W.A. owned and operated, Mega Music is large enough to offer a great selection at competitive prices, but small enough to still retain a friendly music industry culture. Over the past decade, Mega Music has made it their mission to provide quality gear for music professionals, students, schools and bedroom warriors. Mega Music also offers instrument repairs, servicing facilities and a music academy with highly skilled teachers.

The Problem

Frustrated by a disparate system

 

Mega Music struggled with a mismatch of different accounting and Point of Sale systems across their business that they best described as ‘clunky.’ Neither powerful nor user-friendly, it was also limited in its ability to adapt to meet their customer relationship needs. It was important for Mega Music to have a system that worked with business accountability requirements by helping their team view previous sales, repairs or services.

 

To Mega Music, “a professional and personal touch is as significant as each individual transaction”, so Mega Music needed a system that could help them to create a single customer view, that is, a one-to-one relationship where they can tailor options for each and every customer. It was time for a change.

 

The Solution

One powerful platform fits all

 

Mega Music approached Horizon Business Systems in 2013. They worked together to tailor a system that created a more dynamic customer relationship by understanding and reporting on individual needs rather than just a straight “point of sale” of instruments and accessories.

 

With three locations - and looking to expand, Mega Music required a multi-site POS that operated from one database, both on and offline across all sites. It also needed stock to be easily and accurately transferred across locations and where data could be reported and segmented.

 

MYOB Exo delivered on the requirements of Mega Music, with Horizon building a customised solution fit for their unique business.

 

“What we liked most about what MYOB Exo delivered was a back end system that operated and performed to our team’s expectations, interfacing with a POS system that thought and performed as a sales person would expect” Kajen Velupillay, Owner/Director, Mega Music.

The Outcome

Build a better customer experience

 

The customisation of MYOB Exo has allowed staff and management at Mega Music to provide a much higher level of accurate, timely and personalized service to its loyal customer base; the kind of customer relationships that make Mega Music the fastest growing music store in the region.

Summary

Before

  • ‘Clunky’ system

  • Limited in ability to meet customer relationship needs.

After

  • User friendly and powerful system

  • Ability to understand individual customer needs and provide accurate, timely and practical assistance