Top 10 Ways to Eliminate Manual Tasks - Logicbroker [PDF]

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tedious jobs. This white paper will discuss the top ten ways companies can eliminate manual tasks. ... automatically by software, such as logicbroker. By having ...
Top 10 Ways to Eliminate Manual Tasks Introduction Today’s eCommerce economy warrants substantial growth over the next several years. Companies are expecting increased business and profits without adding more employees. Humans are prone to errors, and an error in the order process is costly and time consuming. Errors are most commonly caused because of inaccuracies made while performing manual tasks. Fortunately, there are many solutions to help automate these tedious jobs. This white paper will discuss the top ten ways companies can eliminate manual tasks. 1. Utilizing an EDI Provider EDI, or electronic data interchange, is the automated exchange of information between organizations electronically. By electing to use an EDI provider, businesses could receive necessary documents through one channel. Procurement documents are generated automatically by software, such as logicbroker. By having documents automatically generated, employees that previously spent time writing up documents can now focus on more important tasks. Choosing EDI saves money, as paper documents are removed from the order equation. The need to purchase paper and ink is eliminated, since all information flows and is stored electronically. Removing paper also fulfills a sense of corporate social responsibility. With less paper consumed, fewer trees need to be cut down and CO2 emissions are reduced. 2. Automate Invoices An EDI 810 is the electronic alternative to a paper invoice and sent in response to an EDI 850 (purchase order). An 810 is a request for the payment of goods or services that have been sold, and includes the payment terms, invoice details, and order information. 810s enable businesses to streamline the supply chain by eliminating the need to receive invoices through fax or email and manually rekey the information into different systems. Sending an EDI 810 is simple, and primarily done through the internet because it is more affordable. The file is kept secure by using encryption. Once an 810 is received, it is translated into a functional format for the business’s system. Then, it can be synched to an internal system of record, like an ERP (enterprise resource planning) to be processed—an example of how manual data entry is eliminated. Retailers and suppliers find 810s to be useful because invoices can be sent in just one format rather than receiving emails, faxes, or CSVs.

3. Automate Product Catalog Price File Automating product catalog price files is another replacement for manual tasks. An EDI 832 is a catalog price file and is used to request or provide prices and product information of goods electronically. An 832 replaces a paper catalog and includes: seller name and contact information, terms of sale, discount, physical details including packaging, and pricing information. By utilizing 832s, businesses can simplify the supply chain by eliminating the need to manually enter data information into different systems, such as shopping carts or ERPs. Sending and receiving an 832 is a process much like the 810’s. Once the document is received and translated, retailers can automatically update product pricing and information from trading partners to their shopping cart, which eliminates lost revenue due to inaccurate prices. Suppliers find it useful because they can quickly communicate pricing and product information to their trading partners electronically instead of sending catalogs via email, fax, or mail. 4. Automate Product Inventory An EDI 846 is an electronic version of a paper inventory update and used by trading partners to communicate inventory levels and whether there is stock of inventory on hand to be sold electronically. An EDI 846 can be sent multiple times a day or just a few times a week. A typical 846 document includes: inventory amount, committed inventory, quantity on order, backorder quantity, inventory in transit, and returns. Like an 832, EDI 846 documents replace the need to rekey data into shopping carts or ERPs. Retailers benefit from 846s because they can automatically update inventory levels once the document has been translated, which ensures all sales will be accurate. Suppliers find 846s to be useful because they can quickly communicate inventory levels to their trading partners, replacing the need to send emails, faxes, mail, or phone calls. 5. Automate Purchase Orders An EDI 850 is an electronic purchase order that trading partners utilize to order goods or services. It contains cost, number of items ordered, payment terms, discounts, and shipping information. 850s streamline the supply chain and eliminate the need to receive fax or email orders and then rekey the information manually into different systems. When an 850 is received and translated, it can be synched to an internal system of record, such as an ERP, then, the order information exists in said system and the order can quickly be processed.

6. Automate Purchase Order Acknowledgements

Once an EDI 850 is received, an EDI 855 can be sent in response. An 855, or purchase order acknowledgement, is sent after an 850 has been received to confirm goods are available to be sold. This eliminates the need to call, fax, or email trading partners to confirm that a purchase order was received and whether it will be fulfilled. An EDI 855 includes the following: order accepted, order rejected, and/or order variations. Much like an 850, when an 855 has been received and translated, it can be synched into an internal system, such as an ERP. 855s allow retailers and suppliers to give order updates quickly and allows them to anticipate order variations. 7. Automate Advance Shipment Notices

When a trading partner is ready to ship, they can send an EDI 856. An 856 is known as an advance shipment notice, or ASN, and transmits shipping information electronically, including: tracking numbers, items and quantities, and carrier information. 856s reduces human error by eliminating the necessity to rekey information into shopping carts and ERPs. Depending on the trading partner’s labeling requirements, it may be necessary to generate UCC-128 barcode labels as part of the ASN. This will enable the receiver of the ASN to quickly and accurately receive the information with a barcode scanner. When an 855 has been received and translated, it can update the information automatically into internal systems. With the shipping information, the shipment can quickly be tracked so incoming orders can be easily anticipated. Using an integration platform is useful to retailers because the platform can pull the ASN information from the ERP and sync that information to a shopping cart, allowing a customer to quickly receive tracking information without having to rekey it. 8. Using a Warehouse Management System Choosing to use inventory management software increases efficiency and accuracy in the workplace. Automating with warehouse management software (WMS) is a great device to act as an automated tracker for everything in the warehouse. By using barcode scanning technology, all packages are accounted for. WMS even assigns a location for each item, so when it comes time to pick an item, the software directs staff members where to go. This saves time and increases efficiency, as staff members no longer have to search the warehouse for an item, they are directed right to it. For eCommerce retailers and suppliers that drop-ship, it is crucial that all online product information is up-to-date and accurate. Using 832 and 846 documents would play a crucial part, as they account for every item in stock and ensure that the price and quantity are accurate. This eliminates the need to manually update inventory and pricing, and reduces errors.

9. Connect Fragmented Systems

Many companies choose to implement a combination of software to help automate processes. However, if these systems are fragmented, employees have to rekey or copy and paste information into other outlets. Fortunately, there are eCommerce integration platforms that connect these systems and automate the communication that occurs between them. For example, instead of copying information from a shopping cart to accounting software, such as QuickBooks, an integration hub could connect the two systems together, ensuring seamless communication, and eliminating the need to rekey the transaction information. Not only does this automation save time, it also saves money in the long run. When communication between eCommerce platforms is automated, there is a significant decrease in errors. For example, if a Nexternal shopping cart is integrated with QuickBooks, an integration platform would be utilized. One such platform, logicbroker, can pull orders automatically from Nexternal and route them to QuickBooks. In QuickBooks, orders shipped could be marked and tracking information could be updated and then sent back to Nexternal. With logicbroker, pricing and inventory could be updated between Nexternal and QuickBooks. In this particular scenario, data entry has been eliminated completely. Along with connecting systems, a product, such as logicbroker, is capable of translating the EDI documents discussed earlier. This means that not only can logicbroker translate the incoming EDI documents; it can also deposit the information seamlessly into the various internal systems. 10. Utilizing a SaaS Solution SaaS solutions eliminate manual tasks by replacing on-site installations and updates. SaaS, or software as a service, is a software delivery mode in which software and associated data are hosted in the cloud. Because this software lives in the cloud, it does not have to be installed on-site and all updates occur automatically. Data can also be accessed at anytime, anywhere, from any device. With a SaaS platform, such as logicbroker, if a company’s system goes down all orders get placed in a queue. Once systems are back up and running, logicbroker then delivers the order so they may be fulfilled. With a product like this, companies never have to fear order loss due to technical difficulties. Conclusion Eliminating manual tasks does not necessarily eliminate jobs, rater, it removes timeconsuming tasks and allows employees to focus on other things. The automation of manual tasks enables employees to perform more efficiently, so that a business can grow without necessarily having to add a higher headcount. By automating tedious tasks, the possibility of human error is taken out of the equation. EDI allows for automated communication between organizations. Once EDI is implemented, the order process flow, and catalog and inventory management become automated. By choosing to implement all, one, or a combination of these tips, your company will save time and reduce costs, and the possibilities you could have with extra time and money are endless.