Streamlining Data Processing for Food Distributor
Custom solution enhances efficiency and accuracy for rebate contract management.
Modernising IT and working practices for food distributor.
A leading specialist in vegetarian and vegan food distribution, this company excels in providing nutrition advice and menu planning. With a focus on healthy and ethnic food options, they offer an extensive range of high-quality products. The company serves a substantial client base and operates with a turnover of £15 million.
Challenge
This company offered a rebate contract system for customers needed to streamline a complex and error-prone process involving SQL views, Excel spreadsheets, and manual data manipulation. The existing system, which calculated discounts based on sales categories and accrued them to supplier accounts, was time-consuming and inefficient. To address these issues, a solution needed to be implemented that automated and simplified the rebate processing, to significantly reduce manual effort and minimise errors.
Inefficient Data Handling
The manual process for handling and validating data was slow, with time processing stretching to half a day, and errors were common.
Cumbersome Rebate Management Process
The existing rebate system, involving SQL views and manual Excel manipulation, was time-consuming and error-prone, requiring significant resources to manage discounts and sales volume.
Solution
To address inefficiencies in rebate processing, a custom pivot form was developed to extract and format data from SQL Server based on user-defined filters. Users can easily adjust these filters and save different layouts for future use. The solution also includes an accruals report feature that posts verified data directly into the purchase ledger after a validation process. Transactions are then authorised in bulk using a new Purchase Transaction Authorisation form, cutting data processing time from half a day to under one hour and significantly reducing errors.
Automated Data Verification and Posting
The new system enables verification of data and automatic posting into the purchase ledger. The Purchase Transaction Authorisation form was introduced to process transactions in bulk, removing individual query flags.
Custom Pivot Form Development
Utilize's development team created a custom pivot form that extracts data from SQL Server and formats it using predefined layout filters. This tool allows users to modify and save different display layouts for future use.
Results
Reduced Processing Time
Data processing time was cut from half a day to under one hour, significantly improving efficiency.
Minimised Errors
The custom solution virtually eliminated errors associated with manual data handling.
Enhanced Bulk Processing
Transactions are now processed in bulk, saving additional time and simplifying authorisation.
Improved Flexibility
Users can easily adjust display filters and save custom layouts for future use, enhancing the flexibility and usability of the data presentation.
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