Automation: It's a Beautiful Thing
Back in my own time zone, there’s still a great deal to do to get my client back on track with time-saving implementations. In the coming weeks GoToMeeting and conference calls will make his life easier, and his business more profitable.
First, I’ll mention that Windows Vista, while “prettier” for the newer users, takes a bit to get used to. I would have opted for XP, but when you’re picking up a machine off the shelf on your way from the airport, there’s not much choice. Fortunately, I found Microsoft Access 2003 to run fairly decently on the new operating system.
In my past two post I discussed various issues with operations of a particular business, and after a few more days of tinkering with his databases and analyzing his daily routines, he should be flying through orders and cutting down unnecessary correspondence in no time.
Probably the biggest problem I found (and I actually gasped) was the client’s use of various fields in Order Manager (that’s an order processing system, by the way) to log “other” types of data. For example, he used the product’s discount pricing field to store the wholesale cost (what he pays). He used the inventory reorder field to denote whether or not a product was available for purchase by the public. Various fields, all key to adequate reporting, were mapped to store other parameters, and he had to remember which fields were actually denoting what. He left the actual product cost field empty, so when sales analysis reports ran, they should profits of 100% on every item. Not totally privy to the software, he missed the fact that there are various additional fields you can create and label, and call into reports.
It took a few hours to mass import and remap data, and from here on own his reports will provide the accurate results. Unlike the past, where he stored such info separately and pieced it together haphazardly. He simply wasn’t using his programs to the extent to which they were designed to be used.
Back to his USPS issues. Typically items were shipped without tracking unless they order total reached a certain amount. The reason? Costs and time. He was paying 45-cents a pop for delivery confirmation, and had to wait to have those little green slips scanned and stamped. By running his postage online, he’ll now get delivery confirmation on everything (and it’s free on priority mail). Furthermore, the tracking number will be auto sent to the customer (saving loads of time on order inquiries).
Two other big benefits to his new automation techniques is minimal storage (he’ll save space and hassles from not having to hang onto endless FedEx and USPS slips), and taxes. Why taxes? Now that the reporting fields are mapped in his system, he’ll be able to run reports on gross sales, profit and even inventory values (yes, he previously spent days counting all inventory and adding values up by hand).
We’ve really only hit the tip of the iceberg here, but my trip out shed light on a lot of issues he previously couldn’t really explain. The analysis and discussions left him right now spending more than he’d planned out of pocket, but he’s already reaping the benefits. In the long run he’ll have more free time and a better profit margin.
This post is filed under Developers' Corner and has the following keyword tags: automation, shipping & fulfillment.
