The Company

Wolseley UK operates as a prominent distributor of plumbing, heating, air conditioning and cooling products across the United Kingdom and Ireland. With a comprehensive product portfolio, they efficiently manage distribution from three strategically located centers to serve a vast network of over 550 branches throughout the UK.
Part of the IT leadership function, Chris Cottington holds the position of Director of Operational Design within Wolseley UK. In this capacity, Cottington is actively involved in spearheading initiatives aimed at modernizing the organization's systems and processes including rebate management. Rebates are a really big part of their profitability as Cottington says, “There's a saying that when you factor in all kinds of rebates, their cumulative impact surpasses the profitability of any company in the industry. Therefore, it is crucial to ensure accuracy in handling rebates.”

Wolseley UK have been utilizing Enable’s cloud product for approximately three years. Originally using a customized solution from Enable, this has undergone further enhancements over time through collaborative efforts to meet their evolving needs.

The Challenge

Rebate Management Software vs ERP  

Wolseley UK embarked on a strategic initiative to expand their array of cloud products, particularly focusing on securing best-of-breed partners for specialized areas that could be considered more niche within the realm of system provision. These specialized areas were identified as aspects not typically covered comprehensively in mainstream ERP (Enterprise Resource Planning) solutions.

In the pursuit of an effective solution for rebate management, a critical but often underserved component, the landscape presented limited options from major ERP providers such as SAP or Oracle. As of the evaluation period in 2019, neither of these major players offered fully comprehensive solutions for rebate management. Consequently, Wolseley UK sought out a niche provider to address this specific need. The selection process led Wolseley UK to Enable, a specialist in rebate management solutions.  

Cottington says, “Our prior experience with Enable and the proximity of the company's operations to Wolseley's Warwick office played a pivotal role in the decision-making process. The established working relationship with Enable became even more advantageous as the implementation coincided with the onset of the COVID-19 pandemic. The convenience of working with a familiar and reliable partner, especially during challenging times. The close proximity and prior collaboration contributed to a smoother implementation process, underscoring the value of having a trusted partner during critical phases of business operations.”

The Software

Supportive Customer Success Team

Cottington says, “The onboarding process has been an extended journey for us, with the impact of the pandemic significantly slowing down the pace, as mentioned earlier. Despite these challenges, the support and guidance from your customer success teams have proven invaluable in navigating through this onboarding phase. The framework provided, based on your experiences with other customers, has been particularly helpful in structuring the implementation of the modules.”

Improving the Product Collaboratively

Wolseley UK has continued to engage with the Enable product team to address functional gaps and seek improvements within the system. Cottington explains “This collaborative effort has been fruitful, with the product team demonstrating a keen understanding of our specific needs and concerns. In navigating the development process, it's common for a project team to desire immediate solutions for identified gaps. However, the reality of software provision entails adherence to development timelines, and certain enhancements must be strategically scheduled into the overall product roadmap.”

He continues, “The collaboration between Wolseley UK and the Enable product team has proven successful in addressing functional gaps and driving improvements in the system, contributing to a robust and tailored solution for our needs.”

Building out Promotions Functionality

The evolution of the Promotions feature within Enable has proven to be a highly gratifying experience for Wolseley UK. At the project's outset, the primary objective was to effectively manage annual rebate agreements and what the company referred to as special deals – sporadic, one-off agreements later standardized as promotions. The initial plan involved utilizing the trading agreement process to handle these distinctive deals.

However, as the project advanced and Wolseley UK collaborated with their existing user base, a realization emerged that the trading agreement process was overly complex for managing these swift, ad-hoc transactions. The need for a more streamlined and user-friendly approach became evident, especially considering the rapid and occasional nature of promotions. This insight prompted the development of the Promotions feature, tailored to efficiently handle these unique agreements, providing a simplified and effective solution that aligns seamlessly with the specific operational requirements of Wolseley UK.

Cottington comments, “The Promotions feature has proven to be a crucial solution for us. It addresses the need for a streamlined process, especially when it comes to swiftly claiming agreed amounts, such as claiming £5,000 from a supplier. The design of the feature aligns well with the requirement for expeditious and straightforward handling of promotions. Its simplicity from the user's perspective has been a notable advantage, ensuring efficiency and ease of use in managing these quick and specific agreements. In essence, Promotions has successfully filled a crucial operational space, earning its place as an effective solution for simplifying and expediting processes related to special deals and promotions.”

Improved Supplier Collaboration

The collaboration tool, primarily aimed at capturing electronically signed rebate agreements, has played a crucial role in facilitating and documenting agreements between Wolseley UK and their suppliers. The emphasis on electronic documentation is pivotal, providing both parties with a clear and shared record of their agreed-upon terms.

Cottington comments, “The collaboration side of Enable not only ensures the continuity of established practices but also serves as a foundation for potentially expanding collaboration into other areas related to rebate arrangements with suppliers. The electronic agreements serve as a shared reference point, becoming the cornerstone for any subsequent payments expected from the suppliers. In essence, this tool not only streamlines the agreement process but also sets the stage for enhanced collaboration in various facets of supplier relationships, laying the groundwork for more efficient and transparent interactions in the realm of rebate management.”

He continues, “The emphasis on collaboration played a significant role in our decision-making regarding the Enable solution. Anticipating that our suppliers would prefer receiving agreements that we had internally approved and then mutually endorsed, we established this as the foundation for all future rebate agreements. While it marks the initial stages of our collaborative journey, it holds great importance for us.”

Final Words of Advice

Cottington suggests, "When considering an investment in rebate management software, it's crucial to assess the potential return on investment tailored to your specific business. Your starting point, the number of individuals engaged in rebate processes, and the varying values of rebates may differ. Given that rebates might constitute only a fraction of your overall profitability, it's essential to make a personalized evaluation to ensure that the investment aligns with your business goals."