Why a PIM system if you already have an ERP? Answers to the most important questions
Many companies that already use an ERP system often ask themselves the question: "Why should I also invest in a product information management (PIM) system?" This question arises because ERP systems could also map product information as a central platform for managing master data such as article numbers. However, ERP systems are not designed to manage complex product information such as technical data or marketing content. Customizations to integrate these functions would often be too expensive, inflexible and time-consuming. A PIM system, on the other hand, offers a central database for the entire company, which ensures that uniform product data is available and that all authorized persons can access this information.
The separation of the two areas is all the more important as companies should only grant access to ERP systems to a small number of people in order to protect business-critical data. The PIM system, on the other hand, must be accessible to a large number of people from different areas, as the PIM data should be known throughout the company and, if necessary, published on the website.
ERP and PIM working together: efficiency through complementary functions
While the ERP system is geared towards managing master data such as article numbers, prices, stocks and transaction data such as orders and stock movements, a PIM system focuses on managing technical data and marketing content such as product descriptions, specifications and media content. Instead of viewing PIM and ERP as competing systems, they should therefore be seen as complementary solutions that complement each other perfectly. The interaction of the two systems enables a clear separation of tasks and ensures that product-related information and information on the ordering and delivery process is managed consistently and efficiently.
The main advantages of integrating PIM and ERP are explained in more detail below.
How PIM and ERP work together
ERP systems focus on managing master data such as stocks, prices and article numbers as well as business transactions such as orders and deliveries. PIM systems, on the other hand, manage complex product data and marketing content. Both systems work in a complementary way and complement each other in their specific areas of responsibility.
Clarity about data sovereignty:
A clear separation of responsibilities for data management is essential: article numbers and master data should always be generated and maintained in the ERP system, while technical data and marketing information are organized in the PIM system. This reduces the risk of errors.
Advantages of integrating PIM and ERP
Data consistency and uniform data source:
The integration of PIM and ERP creates a uniform and central source for all product information. This ensures that all departments and sales channels work with the same, up-to-date data and inconsistencies are avoided. For example, a change to the product description in the PIM system can automatically update all relevant sales channels without the need for manual corrections in different systems.
Error reduction and increased efficiency:
The synchronization between PIM and ERP takes place in defined processes, which reduces manual data entry and improves the accuracy of the data. Imagine a new item is created in the ERP - this process is automatically transferred to the PIM system so that technical data and marketing content can be easily added.
Process automation and resource-efficient product data management:
Many manual processes can be made more efficient. Selected changes made in the PIM can be transferred to the ERP in defined processes or after approval, and vice versa. This significantly reduces the administrative burden and enables companies to use their resources more efficiently while maintaining data consistency between the systems.
Data update and synchronization:
One example here is the synchronization of new articles between ERP and PIM. When a new item is created in ERP, the basic master data is managed in ERP, while PIM adds the technical data and marketing information. This synchronization takes place in defined processes or time-controlled workflows to ensure that all relevant sales channels can access the latest information without unnecessarily overloading the systems. Depending on requirements, data can be manually checked or approved before it is synchronized between the systems.
Faster time to market and faster product updates:
With an integrated system, companies can bring their products to market faster. Changes made in the PIM can be propagated to relevant systems and channels according to defined processes or approvals, enabling controlled and accelerated product updates. This is particularly beneficial where product information changes frequently and needs to be adapted quickly. The integration ensures that all important information is available in the right places in a timely manner without losing control.
Flexibility in adapting to the market:
While an ERP system acts as a central management system that controls master data and operational processes such as inventory, finance and order processing, a PIM offers the flexibility required to efficiently distribute product-related information such as technical data, specifications and marketing content across various sales channels. New product variants or changes can be created and specifically adapted in the PIM, while the ERP ensures the smooth management of central business processes. This enables companies to react more quickly to market changes and bring products to market consistently.
Conclusion
Summary of the advantages:
The integration of PIM and ERP systems enables companies to future-proof their processes. The clear separation of responsibilities ensures efficient management of product information and supports greater flexibility for market adjustments in the long term.
PIM and ERP: Different worlds remain
It is important to understand that PIM and ERP systems will remain separate worlds in the future, as they each fulfill specific tasks. While ERP systems are optimized for master data and operational processes, the PIM is responsible for managing fine-grained product information, such as technical data and marketing content. Attempts to add PIM functionalities to ERP systems usually result in sluggish and cumbersome systems. Technical specifications and variations belong in the PIM to avoid a bloated ERP system.
The future of interaction:
Increasing standardization will make the interaction between PIM and ERP easier and smoother in the future. Although there is currently no universal standard interface, the development towards more flexible integration solutions will continue. This will enable companies to utilize the strengths of both systems even more efficiently.
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