The LUNYS company deals with the distribution of fresh fruit and vegetables throughout Slovakia and cooperates with leading suppliers from all over Europe. The growing volume of orders revealed shortcomings in the paper documentation, which the company solved with the SIGNATUS electronic signing solution.
The main objectives of the project
- to simplify the handling and editing process of the order documentation,
- create an electronic overview of activities, goods and cash payments made outside the distribution center.
Working with paper documentation
At the branch in Bratislava, with a storage capacity of 7,000 m², employees prepare an average of 800 orders and deliver 4,000 crates to customers every night. Which means that almost 50 tons of fruit and vegetables pass through the workers' hands every night. They recorded all these items manually on paper delivery notes.
Orders prepared in this way were subsequently assigned to drivers who ensured their delivery to the customer. When delivering the goods, the driver always reviewed the order with the customer and manually recorded all changes in the order in the paper documentation. At the place of delivery, the customer had the option to pay the invoiced amount or part of it to the driver. With an ordinary portable cash register and a pile of papers, the risk of unclear entry and subsequent incorrect billing, as well as insufficient control of the order, was high. 7,000 m² 800 orders manual changes made by customers accounting department 4,000 boxes 50 tons of fruit and vegetables driver must prepare papers.
A comprehensive solution
The SIGNATUS application, installed on tablets, replaced paper documentation. It enabled drivers to edit and sign order documents without any restrictions directly on the mobile device. SIGNATUS was also connected to two independent systems, an enterprise resource planning (ERP) system and a fiscal module.
The communication of the SIGNATUS application with the ERP system ensured the immediate transfer of information about the goods and their current status outside the distribution center. This information serves not only for internal processing in the systems, but also as a retrospective control of the goods after the driver's arrival at the distribution center. The connection of the SIGNATUS application with the fiscal module made it possible to electronically record all information about cash payments and the current status of orders at the moment the goods were received by the customer. Electronically signed payment documents can be immediately sent by field workers to the economic department.
After completing all the orders, the driver handed over the complete documentation to the accounting department, which manually entered this delivery note information into the accounting system.
Benefits
SIGNATUS and distribution companies
SIGNATUS helps distribution companies improve key processes in the distribution of goods. By using the application and mobile device, the company gets an electronic overview of activities and goods located outside the distribution center.
The solution was linked to the instant invoicing system, which led to improved cash flows in the company. The SIGNATUS solution, with its independent infrastructure and paperless operation, opens up new possibilities for setting up distribution processes.
The economic department's immediate access to the sent information speeds up the issuance of the electronic invoice and allows it to be sent to the customer on the same day.
