epod - remove excessive documentation

De-Tangle your Logistics
from paperwork!!

Let’s take a moment and sympathize with our friends and colleagues who work in the Accounts team.

This is what they’ve to deal with on a regular basis –

epod - remove excessive documentation

What if you could not only make the life of your accounting team easier, but also improve their reconciliation performance — which in turn puts you in a better position to negotiate lower rates with your vendors.

First, let’s analyze the document flow in a typical organization.

The tedious documentation journey starts as soon as you’ve created the dispatch plan and assigned load to delivery vehicles.

(Just so that you don’t forget, there’s a whole universe of problems before your logistics planning team has created a dispatch plan. To know more, read this article)

Once the dispatch plan is created and the truck requirements are communicated to the vendor; here’s the typical flow –

1. As soon as the driver reports at the godown or warehouse; the security guard checks the vehicle in and creates a token (typically a token/document).

2. The warehouse operator prints 3–4 copies of invoice — one for the picker, one for the vendor, one for driver and one to retain in the records.

3. The operator creates Lorry receipt (again multiple copies)

4. Next, the team starts creating Eway bill on the government portal — which by all means is a tedious process. After manually filling all the details regarding the shipment, the truck, the vendor, the customer, the organization and many other items; the team creates and prints the Eway bill

5. Plus, do account for any further documentation needed depending on which state you are operating in.

6. Finally, the vehicle is loaded and is marked out by the warehouse/godown guard.

7. Once, the shipment is delivered, your customer or receiving party checks for any damages or mismatch between invoice product or quantity and received quantity. Any mismatch or damage is reported on the invoice itself.

8. The customer signs one invoice (which generally needs to be sent back) and retains another copy

9. Back at the warehouse, the team collect all the document in huge folders and send the files and folders to the accounting team at the end of the month for reconciliations.

10. The accounting team verifies each document (out of which many are damaged). After a week or two of painstakingly hard work; the team is ready to process the payment.

epod - remove excessive documentation

How about, this whole process could be transitioned into a simple flow using E-POD

1. Your receiving party (customer/distributor) gets all the details of any incoming shipments with an approximate time of arrival, driver & load details via an app.

2. Once the customer has received the load; they can mark any discrepancies or damages and scan & upload any document.

3. The logistics, as well as the accounts team, get all the feed of the document live on the dashboard.

4. Everybody lives happily ever after!

Isn’t this surprising that you can solve such complex flows via a simple solution.

And definitely, It should come with no surprise that many businesses are already using this solution (both with our core product —  Load Builder or as a stand-alone solution).

At Quifers, we believe in bringing Zen to everyone and everything (yes, including our beloved Accounts team).

Want us to help you take on your logistics problems? Talk to us!)

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