Questions to Ask for Smoothing Your Order Process

Does your EDI process have too many manual steps? Embarrassing breakdowns? No support during critical fulfillments?  On Dec. 3 we reviewed the challenge and how smoothing your order process can benefit you greatly. Today, we are listing the consultants’ secret questions.

There are several departments that are impacted by EDI troubles:

1. Customer service – scrutinize sales orders
2. Production and warehousing – make and shelve efficiently
3. Shipping – pack accurately then alert the customer
4. Accounts receivable – invoice, fight deductions, and collect payments

All groups should answer:

• What problems do you experience in your existing environment?
• What would you like it to do?
• Where will improvements help you the most?
• How long do various tasks take?
• What repetitive tasks take the most time?
• What data is manually entered?
• Is Process Automation viewed favorably, neutrally, or opposed? Is the CFO pushing it?
• Are budget issues an impediment?  For example, does automation help customer service, but the cost will be borne by IT?
• Open-ended questions: “In an ideal world how would it work? Or what immediate steps could be taken now?”

Here’s how to dig in for the solution by department:

Customer Service

• Do look-ups for promotional prices and GTIN (UPC) numbers work?
• Are pack quantities set to match the customers’ expectations?
• Do you have continual problems with incorrect ship-to addresses?
• Are sales reps slowing processes by not keeping part numbers and prices current? Will they accept training?

Production and Warehousing

• What customers’ orders always arrive late or are so seriously incomplete they cause serious disruption?
• What packing surprises occur frequently?
• Is fulfillment time (order arrival to shipment date) tightening?

Shipping

• What has to be repetitively entered between the truckers’ web site and the business application (ERP)?
• Which customers’ shipment notices are sent late because data is missing?

Accounts Receivable

• What allowances and charges cannot be automatically sent?
• What missing data must frequently be entered before invoices can be sent?
• What discounts are improperly taken?
• How do you know that an invoice has been approved for payment?

Getting solutions means recognizing an outsider’s expert experience ratifies the proposed solutions and speeds implementation.

As times change, so must procedures. A review may show different steps or a smoother/shorter path. A set of small improvements will both boost efficiency and continue your time-proven procedures. Let DCS help you smooth your process. With our FREE assessment, the process is simple.

With our GROW™ Development Service, we can log-on remotely and review your configuration. Then we submit a clear list of priorities of what can be done, a time estimate and what money can be saved. Budgeting for your project is easier because our estimates are reliable. Read about our experience in the food producer and consumer product industries.

Read how getting help pays off in smoothing your order process.

How have the answers to these questions helped your process? Are there any questions we missed that you recommend asking?

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