Vehicles from many depots supply basic and premium materials for new developments and home improvements

This regional builders merchant, part of a group, has around 20 depots delivering to new developments and home improvement sites.

Problem

The depots were entering delivery details into the group IT system from hundreds of delivery notes returned by the drivers. This resulted in delays, disputes about what had been delivered, and delayed payments.

The company's local systems provider put the problem to us having worked with Codeway before on a scanning project for a timber merchant. The difficulty was that building materials like sand, cement and paving stones were not all suitable for barcode scanning on site.

Solution

Codeway's TraceNow ePOD system provided the solution. TraceNow runs in the cloud and provides a simple method of tracking consignments from point of collection to point of delivery. It runs on Android rugged terminals and smartphones.

The systems provider and Codeway integrated TraceNow with merchant's delivery process and the group's IT systems.

As soon as the drivers complete each delivery Trace sends the data to the group's automated data exchange platform. The result is the depots have a real-time view of all deliveries and any exceptions to be handled.

Process

1. The depot loads orders on to a vehicle.
2. The system uploads the order details to TraceNow using secure file transfer
3. The driver connects with TraceNow and reviews the deliveries
4. The driver delivers the goods.
5. The driver and the customer check each order line on the Android terminal.
6. The driver records any difference, such 3 bags delivered against 5 ordered
7. The driver enters any comments and images relating to the delivery
8. The customers signs for the delivery on the terminal.
9. The terminal updates TraceNow.
10. TraceNow downloads the data to the group's automated data exchange hub.
11. The hub distributes data for order processing, stock control and invoicing

Results

Delivery disputes are no more. Customers and drivers agree the delivery, and any further actions, on the spot. The depots are able to deal with any subsequent issues by exception.

The depots have saved the costs of manual data entry and resolving the errors it introduced. They can see the current status of all orders, deliveries and outsatnding issues.

These savings far outweigh the montly service charges for the TraceNow. The pilot showed the project would pay for itself in a few months.