How to manage your material database

Why is it important to efficiently manage your database?

The material database sits at the heart of a subcontractor’s purchasing workflow, especially when it comes to materials. Yet, many firms struggle to organize their databases in a way that allows them to effectively use the stored data due to the lack of tools available toda.

Many day to day struggles often arise from inconsistent naming by suppliers for the same items, alongside the fact that it's too hard to manage a single database given the amount of people that touch a single order.. These inconsistencies lead to challenges in data reconciliation without a specialized management tool at their disposal.

Having a well-organized and efficient material database is essential for historical analytics, precise forecasting and ensuring costs match up with budgets. The issue is that there isn’t an off-the-shelf software solution available; companies need to develop their own methods as they go, adjusting and fine-tuning to handle the variety of vendors and ensure data accuracy. A very time consuming process.

Proper, real-time management of the material database not only supports budget adherence but also streamlines operations, reducing the chance of mistakes.

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What traditional material databases look like

Traditionally, the most common material databases, if they exist, have been maintained in excel spreadsheets.

While these are functional, they are typically extremely manual to update. Excel also lacks the standardized language for communicating with vendors and external parties, leading to inconsistencies and inaccuracies; a common example could be that different vendors sell the same product using different units of measure, creating an inconsistency in the data.

Companies may also rely on their accounting systems for material database management. But these systems typically don't speak directly to the field and might not always keep the most accurate or detailed material records. This can cause trouble and mistakes when matching invoices.Having to enter updates by hand into these databases takes a lot of effort and can easily lead to human error, making them challenging to maintain over time.

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What SubBase offers

1. Customizable and flexible databases: SubBase allows for the creation of a highly customizable database as your single source of truth. You can lock certain data to ensure requests from the field align with your nomenclature, ensuring accuracy. This alignment helps in tracking historical costs more effectively and keeping things simple for the field.
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2. Enhanced vendor and field communication: ‍SubBase lets you preload vendor information and upload images, giving field personnel a clear understanding of what they're ordering. This visual aid reduces miscommunication and ensures the accounting team has real-time data.
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3. Up-to-date and evolving information: Databases are not static; they need constant updating. SubBase ensures that your database evolves with the latest information, addressing the needs of your operation. This adaptability is key to maintaining a relevant and accurate material database.

‍What to do next

Ready to streamline your material database management? Book a demo with SubBase today to see how our platform can transform your operations and provide the flexibility you need to stay ahead and keep the most relevant information top of mind.

Efficient material database management can save time, reduce errors, and improve operational efficiency. With SubBase, you can achieve a well-organized, accurate, and flexible database that meets your company’s unique needs.