Case Study
Aztec Oils performs better with Sage
Company Name:
Location:
Industry:
Sage Solution
Type of Business
Aztec Oils is one of the UK’s leading specialists in high performance lubricant manufacture and distribution for over 25 years. Buying raw materials, then manufacturing the lubricants in the UK to distribute globally.
Challenge
Aztec oils became limited with the functionality and the management of different formulations within Sage 200. Further difficulties were exposed with traceability across their manufacturing operations, with lack of information for the multiple bill of materials required for each lubricant’s formulation. The specific formulas required their own description, governed by quality control which meant R&D and analysis were a priority in selecting a new solution.
With a focus on expanding into new markets, exporting to more countries globally, the business needed a solution to grow and expand with them with the ability to maximise formulation management.
“The old platform was adequate for distribution,” explains Issy Mudzengerere, Head of Projects and Procurement,
“but it couldn’t support our need for traceability, load management, and version control in manufacturing.”
Sage X3, integrated with Procession—a specialised software enhancing version control and formulation flexibility—provided the solution. Procession reintroduced adaptability, enabling Aztec Oils to manage multiple
Bills of Materials and adjust Works Orders dynamically without compromising quality or traceability.
“We needed a system that could quickly track various formulations and production requirements,” Issy adds. Sage X3, working seamlessly with Procession, delivered the flexibility, transparency, and scalability Aztec Oils needed to streamline workflows, improve control, and support continued growth.
ROLE OF SAGE AND X3 CONSULTING
The company wanted to upgrade to a solution that is constantly being developed and can be expanded upon in the future. Sage X3 was chosen as the best solution as the company was already part of the Sage family and they were using Sage 200.
X3 Consulting upgraded Aztec Oils to Sage X3 and have continued to maximise the software with Procession integration for further quality control enhancements for its products using lot management.
X3 Consulting guided Aztec Oils through implementation with a practical, accessible approach. “We worked closely with a dedicated consultant who was available whenever we needed, even during late hours,” Issy notes, highlighting the hands-on support that contributed to a smooth migration. This close collaboration and straightforward communication meant that Aztec Oils’ team could quickly adapt to the new system and begin experiencing the benefits of Sage X3 from day one.
Issy Mudzengerere, Supply Chain Director, Aztec Oils states “From the initial mapping and scoping of the project, we found X3 Consulting to be extremely knowledgeable and this continues as they help us develop our knowledge and understanding, through the on-going training and support they provide us.”
“Throughout the implementation we were never affected in terms of doing business. X3 Consulting ensured we remained operational without any issues whilst upgrading from Sage 200 to Sage X3. The first objective is always to trade from day one and that happened.”
Result
Turbocharged planning for maximum efficiency
Before Sage X3, production planning at Aztec Oils required tiresome manual processes, taking up to 15 hours per week across the team. The task of scheduling relied on spreadsheets and manual data inputs, creating delays that impacted resource allocation and efficiency. The advanced planning capabilities of Sage X3 cut this process down to a matter
of minutes. “Now, we can plan our schedules in seconds rather than hours,” Issy explains, “allowing us to focus on higher-value activities.” With Sage X3, Aztec Oils’ production planning became streamlined, freeing up valuable time and enabling the team to manage resources more effectively.
This significant improvement in planning efficiency also resulted in reduced labour costs and increased capacity to meet customer orders on time, enhancing overall productivity. The ability to generate rapid, accurate schedules provided a crucial edge in maintaining Aztec Oils’ operational flexibility and competitive advantage.
Enhanced stock management and traceability
Inventory management is crucial for Aztec Oils’ operations, and Sage X3 brought essential improvements in visibility, control, and traceability. The team could now track stock levels by batch and raw material source, which was particularly valuable during periods of raw material shortages. Previously, understanding the impact of a raw material shortage required manual investigation using spreadsheets. With Sage X3,
the team gained instant visibility into all affected stock, enabling quicker response to potential disruptions. “The system gives us a complete view of our stock, including traceability by batch and raw material sources,” Issy says.
Beyond managing shortages, the traceability of Sage X3 functions provided Aztec Oils with an ability to control quality and fulfil customer requirements with confidence. For industries where precision and transparency are paramount, Sage X3 ensured that Aztec Oils could provide clients with detailed insights into each product’s composition and origin, supporting a stronger, more reliable supply chain.
Data accessibility driving smarter decisions
For Aztec Oils, real-time data accessibility has had a huge impact. The platform’s reporting tools offered the team complete visibility into stock, planning, and production data, enabling faster and better-informed decision-making across departments. With stock data readily available,
the team improved forecasting accuracy and aligned production with actual demand, ensuring more accurate fulfilment rates and improved customer satisfaction.
“We can access critical data instantly, reducing delays in decision-making,” Issy highlights.
This accessibility not only streamlined everyday operations but also empowered Aztec Oils to respond proactively
to client needs, delivering timely updates on orders and stock availability. In a fast-paced industry, the ability to base decisions on real-time information provided a vital competitive edge, reinforcing Aztec Oils’ position as a responsive, data-driven leader in the lubricants market.
95% of employees within Aztec oils supply chain department are satisfied with Sage X3.
50% time reduction in planning since upgrading to Sage X3.
About Sage x3
A scalable, global business management system, Sage X3 has been designed to support industry specific processes across finance, purchasing, inventory, manufacturing and customer relationship management. Sage X3 manages all areas of your business in one solution.Modules within the system are parameterised and can be enabled as the demands of the business grow; a solution for the future.
Ready to work smarter?
Let us help assess your needs:
Tel: +44 (0)345 094 3885
E-mail: info@x3consulting.com
