Tag Archives: Automation

Automated Proof of Delivery – Software & Systems

This week I am focussing on the benefits that can be derived from having an automated Proof Of Delivery process.

Doing so will lower your costs, increase efficiency and improve customer service.

Is this your business?

Still relying on paper documents coming back to your depot to validate delivery of your goods?
Orders taken at your customers premises are they being fed back to the customer service team as fast as you’d like?

Does this represent your proof of delivery process?

Automating the Proof of Delivery process removes the risks associated with manual paper handling of delivery notes through to the invoicing.

  •  Manual processing is expensive, tedious and slow and of course susceptible to human error.
  • Staff costs are increased as the time spent resolving customer queries reduces the team’s time spent servicing your customers.
  • P.O.D.’s are easily lost leading to a delay in payment, or a claims against you for lost goods and the potential loss of a valued customer.
  • There is no functionality in place to provide live financial management reporting.

What happens when you automate the Proof of Delivery Process?

Proof of Delivery Solutions and Systems scaleable, modular and affordable.

Any automation should in theory improve the speed of a business process. Automating your proof of delivery removes the following manual tasks:-

  1. By removing the printing and scanning of the delivery notes
  2. Manually capturing data from the document and keying into the finance system for invoicing
  3. Physical distribution of documentation across the organisation
  4. Storage, archiving and retrieval costs are reduced
  5. Query management and resolution substantially reduced

What are the benefits of automating the Proof Of Delivery Process?

  1. Improved efficiency and compliance
  2. Improved customer service with the team focussing on the customers rather than “fire-fighting” queries
  3. Provides full tracking and auditing at each stage
  4. Consistent cash flow as the time taken to capture and integrate data into the finance system is reduced minimising customer queries and time wasted on disputes.
  5. Cost savings by reducing expenditure on staff needed to manually process delivery notes. Staff no longer have to be engaged in repetitive tasks and can be re-deployed into other areas of the business
  6. Confirmation that the products have been delivered assists with any disputes or queries that might arise
  7. Job sheet files are centralised and structured and are easily retrievable from any computer on the network
  8. Management reporting provides accurate measurement of the automated POD process within the organisation

Case Study

4 full time administration staff @ £15,000 per annum were spending 100% of thier time keying data from delivery notes into the finance system this equated to £60,000 total cost to the business per annum.

20 depot staff totalling £15,000 per annum spent 5% of their time every day either scanning, faxing or posting delivery notes to head office for input into the finance system which was costing the business £15,000 per annum.

The Financial Controller @ £55,000 per annum was spending 25% of his time collating data for management reporting and accounts at a total cost of £13,750 per annum.

Automation reduced the staffing level to one person overseeing the process and delivered a total saving of £88,750 per annum for the business.

How does it work?

By capturing and allocating the data contained within the delivery notes that arrive from the depots and drivers. Data uploading is automatic and is deposited in the relevant business system. The documents are then digitised for storage and can then be retrieved if required at a later date.

The integrity of the data that is added to the system is validated and identifies any exceptions this then provides detailed reporting for KPI’s and SLA’s.

Ultimately automation reduces the time to manually keying data from proof of delivery notes, reduces customer queries and disputes and gives your organisation a tangible and measurable ROI.

Document Management Solutions.

For more information on how to improve your Proof of Delivery process drop your details in the form below and one of our advisors will call you for an informal chat.

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How to automate your timesheet processing!

 

Time sheet processing can be a time consuming and a very manual intensive task for large and small companies alike.

 

Maintaining accuracy and correct data entry are the cornerstone of any payroll system.

Time sheet automation resolves this problem.

If time sheets are not processed in time then quite simply employees don’t get paid. Late salary payments lead to discord and disgruntled employees irrespective of the cause of the problem.

We are creatures of habit and at the end of the month we expect our salary to arrive in our designated bank account!

Manually completed time sheets present the following issues:-

  • They are often illegible
  • Tea stained, ripped, folded and written on
  • My all time favourite from my recruiter days – crumpled like its ready for the bin.

Payroll staff feel under pressure at the best of times and they don’t want to let employees down. However, manual keying can result in errors, it’s human nature after all particularly when under pressure.

The payroll department are under pressure to get timesheet data into the payroll system. Automating the system speeds up the process.

How do you automate time sheet processing?

Automating the process makes time sheet processing simpler and faster changing the way time sheets are routed into the payroll department.

  • Timesheet automation is triggered by paper copies being converted into electronic scanned images
  • Data capture technology with a read success rate of 90% the data is extracted from the scanned images
  • Data capture helps a business automate the time consuming and error prone process of manually entering data
  • Incorporating a Fax solution also helps you manage the process of electronic fax time sheets
  • Document Management automates the record keeping by providing storage, retrieval, data protection and security
  • The paper flow is improved by removing the inefficiencies associated with time sheet processing being automatically checked and then pushed to payroll

No system is faultless and there can be a small number of exceptions where documents are illegible when this happens an exceptions queue is created and a person within the organisation will usually be responsible for ensuring these exceptions are managed.

Automating the time sheet process = accuracy = results

  • The payroll team can access the electronic time sheets, change and add information or send them back to the member of staff by email for re-presenting
  • A captured time sheet that is either incomplete or needs further approval can be emailed back to the sender, moved forward to another part of the organisation or sent to the client for clarification
  • Full reporting provides compliance and control
  • It eliminates the need for repetitive manual keying of time sheet information
  • Query handling time is reduced and exceptions are managed in real time as documents are digitally stored making it easier to find them
  • There is no need for physical document storage as time sheets are electronically stored in a digital repository
  • Time sheet automation has low ongoing costs and delivers a ROI in just a few months.

    No organisation is too large or too small to see a ROI in just a few months!

Mistakes are drastically reduced and payroll deadlines are met!

Next steps

If this sounds like you then contact us using the form below and one of our advisors will contact you for an informal chat.
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Timesheet ProcessFlows is modular and scalable. The software and technology work with your current business systems this is achieved by linking systems and processes using intelligent software making the integration easy and with the minimum amount of time needed to learn.
This maximises your investment, is simple to use and implement – rollout is phased and supported by our customer services team minimising your I.T. team’s involvement.
End user and administrative training is provided ahead of any system going live.

The good news is that no company is too small or too large to save money and benefit from this automation