Scope of implementation
The company’s dynamic growth in Poland, the need to enhance data security, and the integration of distributed structures around the Baltic Sea region led Renta to decide on changing its existing sales system.
In response to these needs, the modern Hyrma system was implemented – a browser-based solution that enables comprehensive management of rental, sales, and warehouse management processes.
The system was fully integrated with Microsoft Dynamics 365 Business Central, which serves as the financial and accounting system. This approach allowed for the combination of business operations with financial aspects within a single, cohesive environment.
Challenges and Dedicated Options
One of the biggest challenges was adapting the Swedish Hyrma system to the requirements of Polish law, which differs significantly from Scandinavian regulations.
Additionally, the project included:
• migration of a large volume of data from the previous system
• data mapping to ensure reporting consistency
• adaptation of the system to the organization’s internal processes
As part of the implementation, it was also necessary to:
• design new user roles and permissions
• ensure secure data access
• create a cash module adapted to the realities of the Polish market
A significant element of the project was also the integration of Hyrma with Business Central, covering:
• configuration of fiscal printers
• the ability to issue receipts directly from the accounting system
• synchronization of documents and customer data
Data migration was carried out smoothly – thanks to the appropriate preparation of scripts and processes, the company was able to work with current data from day one, without disruptions to operational activities.
Additional tools and system development
The flexibility of the Hyrma system allowed for the implementation of a range of additional functionalities tailored to Renta’s needs.
These included, among others:
• automatic sending of e-invoices in PDF format
• mass sending of invoices from multiple branches simultaneously
• automatic payment reminders
Additionally, the system was extended with functionalities compliant with Polish tax law, including support for VAT, GTU, and JPK.
Implementation time
The entire process – from needs analysis, through system configuration and adaptation, to launch – took approximately 8 months.
The implementation was carried out in a manner that ensured full business continuity, without operational downtime.
Benefits of implementing the changes
The system was launched in the production environment on April 1, 2023, and has been supporting the organization’s daily operations ever since.
Key results of the implementation:
• increased data security
• full integration of operational and financial processes
• improved rental and sales management
• automation of customer communication
• high system performance and stability
Thanks to training and implementation materials, users quickly adapted to the new environment and can fully utilize its capabilities.
The implementation not only resolved previous systemic limitations but also created a solid foundation for the organization’s further development and scaling of its operations.