Customer Information
BEARHOUSE is a 100-million-baht bubble tea brand created by 2 famous YouTubers with over 3.77 million followers in 2019. As food travel enthusiasts, both were passionate about bubble tea and decided to start their own bubble tea business, launching the first BEARHOUSE branch at Siam Square under the management company 21 Sun Passion Co., Ltd. with a registered capital of 1 million baht. The brand received excellent reviews, and currently (as of 2024-2025), BEARHOUSE has 38 branches (including pop-up stores) with 3 additional branches in other provinces set to open soon.
The Challenge
The existing system faced complex data connectivity issues due to various systems being developed with different programming languages, resulting in difficulties in data exchange. Both operational staff and back-office teams had to input duplicate data across multiple systems, wasting time and increasing the risk of errors.
Some departments still relied on Excel as their primary working system, particularly the procurement department, which continued to issue Purchase Orders and Invoices through Excel, lacking systematic control and tracking. Additionally, inventory management was another major problem affecting production planning. Manual data entry through Google Sheets resulted in inaccurate and non-real-time information. The inaccuracy of inventory data prevented efficient analysis and forecasting of production requirements, as well as planning raw material purchases for the next production cycle.
What did Aware do
When Aware was assigned to help design an appropriate solution that could cover all departmental operations, we recommended SAP Business One and handled the complete implementation from start to finish.
Although BEARHOUSE’s existing front-end system, POS O Cha, had limitations in lacking APIs for system interface connections – which are essential for external software to access and update data within defined parameters – after implementing SAP Business One, Aware developed an interface method through Excel files that BEARHOUSE uses to send internal data via email. This eliminated the need for employees to manually input duplicate data into the system.
The use of SAP Business One enabled BEARHOUSE to track daily stock levels for each branch after sales data was interfaced into the system. Setting up BOM (Bill of Materials) formulas in the system helped calculate product costs more accurately and realistically.
The system also significantly improved financial operations efficiency. SAP Business One can automatically send email payment vouchers to notify vendors about payment schedules and directly export text files to Kasikornbank, making the money transfer process faster, more accurate, and precise.
The success of this project resulted from collaboration and shared goals among all involved parties. From initial consultation to smooth system implementation, BEARHOUSE’s management team, project managers, and user teams worked cohesively with the Aware team and successfully overcame various obstacles.
Currently, Aware is helping BEARHOUSE with POS integration for a new POS system, transitioning from O Cha to Food Story, which is expected to be completed in 2025 to further enhance efficiency and data connectivity capabilities.
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