Xyngular saves hours by automating with Dynamics 365 Business Central

Products, opportunities, and more

The Xyngular mission is all about helping its customers have more—more health, more support, and more hope. The company sells exceptional products—from energy, weight loss, and aging bundles to around 80 individual products for cardio, digestion, probiotics, and more—for its customers’ wellness, health, and fitness journeys. Based in Lehi, Utah, Xyngular has additional locations in Canada and the Philippines and has served customers for 14 years. Xyngular also offers multifaceted opportunities in social selling as a direct-sales company that allows partners to sell products at their own pace.

Updated record-keeping system needed for explosive sales

Xyngular originally used Microsoft Dynamics GP, an on-premises enterprise resource planning (ERP) software system designed to assist small and midsize businesses in managing their financials, inventory, and operations. Dynamics GP was the last system at Xyngular running on-premises, which gave the small IT team its only instance of server management. The IT team’s desire for an ERP system that could run on the cloud paired perfectly with the finance and operation teams’ desire for a system that could provide better transaction visibility and work more efficiently with the company’s existing customer relationship management (CRM) system.

“We have a CRM system that’s pretty unique to our industry, where we process orders and then generate and calculate commissions,” says Scott Russell, Senior Director of Finance at Xyngular. “The orders would go from the CRM system straight to our third-party suppliers who ship our products.” The Xyngular team would then pull data from the CRM system and manually create a summary entry and report in Dynamics GP for the day—SKUs for products, quantities, and the dollar amount. 

During the pandemic, when sales at Xyngular soared from 50,000 in March to 69,000 in April to 107,000 in May 2020, keeping track of stock became more difficult to manage. This was especially an issue for orders that had multiple products listed with varying levels of availability. “We had stock-out issues, and we couldn’t manage them. We got to a point where we said we can’t hold an order until we have all the products for an order. We need to ship out what we have at the time,” says Russell. But once one part of the order was shipped out, the order would reset as of that date, so instead of products being sold by first in, first out (FIIFO), people who placed orders later would sometimes get them first. Xyngular was using Dynamics GP as a record-keeping system but wanted a new system that offered a more modern, user-friendly cloud service with less server management and better integration with its CRM system.

Searching for a better user experience

Xyngular began the search for a new ERP system. The company looked at four solutions, narrowing it down to two after comparing the systems. Xyngular consulted with JourneyTEAM, a two-time Microsoft Partner of the Year and a team they had worked with before, to learn more about Dynamics 365 Business Central. After seven years with Dynamics GP, Xyngular upgraded to Dynamics 365 Business Central for a more scalable cloud-based solution. “In the end, the affordability was such a massive difference that the other solutions didn’t make sense,” says Russell. “Plus, we had heard really positive things about JourneyTEAM, and our IT team really liked working with them.”

A new ERP system with new operations management capabilities

Dynamics 365 Business Central is fully deployed throughout the company for its accounting and material requirements planning (MRP) services. “Business Central was a superior product, and the affordability was such a massive difference that other solutions didn’t make sense,” says Russell. Now, orders come into the Xyngular CRM system and automatically go into Business Central for management, which gives the team better visibility into orders and saves 40 hours a month in manual order entry. “A huge win for us is the ability to have transactional data,” says Russell. “I can go in the system and easily pull out the specific information that I want to know.” 

The supply chain and operations team can manage partial orders and ship products to other warehouses for faster and more cost-effective routes that provide better customer satisfaction and timeliness. The finance team is extremely happy with the affordability of the system and the easy user experience with interoperability with Excel. From organizing sales by customer information to balance management, the usability has been a huge improvement," says Russell. “It exports to Excel in a user-friendly way that allows me to use data easily.”

An innovative future

In February 2024, Xyngular launched its first product that customers were able to preorder and managed everything—five months' worth of inventory, which sold out in 12 days—all within Dynamics 365 Business Central. “It took less than 10 minutes for us to manage the preorder system,” says Russell. Xyngular has come a long way from the time spent on inventory during the pandemic. After Dynamics 365 Business Central, the company plans to look into other Microsoft products like Power BI, while it enjoys the ease, affordability, and user-friendly modern experience of the new cloud solution. “Dynamics 365 Business Central has allowed us to be as routine as possible in terms of operations, and those frictionless processes definitely help satisfy our customers,” says Russell.

Find out more about Xyngular on X, Facebook, and LinkedIn.