Custom Order Entry Requirements
Client Story 1
A produce wholesaler had been using a customized, terminal based system for nearly 20 years when they began to worry about the non-serviceability of their equipment. When their terminals inevitably began to break, the original vendor was no longer around to repair or provide any new terminals. It was time to transition their business to a new system, however, they had grown accustom to their current system and wanted to retain as much of the functionality as possible.
One of the crucial features of this Company's existing system had to do with the customized order entry software. Specifically, they had a process of entering the quantity and unit of measure together and the system would split it out into the proper elements. For example, if someone ordered three cases of zucchini, the order-taker would type in ‘3C’, and the system would discern what was meant. Since they could easily see 200 orders per day, and each order could have 20+ line items, it became clear as to why it would be important to conserve keystrokes. That’s potentially 4,000 keystrokes per day saved by not having to hit ‘Enter’ between the quantity and the unit of measure.
Along with a variety of custom reporting and category pricing, KARDIA met their requirements, and today this customer now has been using the solutions KARDIA configured into their system every day for over
Complex Replenishment Logic / Scalability
Client Story 2
An importer of food products began growing significantly — testing the scalability of the system that KARDIA had first provided them over five years before. Specifically, the process of replenishing inventory was a severe challenge. With six-week lead times coupled with tight expiration dates on some of the food products, ordering too much inventory risked loss due to expiration while ordering too little risked customer dissatisfaction from lengthy stock outages.
The existing process was to run a report showing how much of each product was used last year for a given period of time then letting the computer calculate a recommendation based upon that expected quantity and adjusted for whatever was on hand and already on order. The process was very manual, and the procurement manager actually used an external spreadsheet to assist with the actual ordering.
Due to the growth, KARDIA's initial order entry solution was expanded to incorporate far more extensive data and pull it all into one configurable ‘spreadsheet’ within the system itself. The user has the ability to tailor the recommendation formula by adjusting lead times, growth factors and safety stock targets. By pressing a button, the resulting spreadsheet automatically creates a purchase order that is then sent to the vendor. Lastly, extensive metrics are kept so that any products that suffer from either too much or too little past-purchase-decision inventory, can be reviewed, and the formula adjusted as needed, to reflect the 20-20 hindsight. The result is a very sophisticated replenishment system that rivals the logic used by systems costing 10-times as much.
The QuickBooks™ Wall
Client Story 3
A company that provides outsourced copying of medical records for hospitals was using QuickBooks™ for the invoicing of its customers. They could reach 5,000 invoices per month and they had to frequently archive data so that QuickBooks™ could manage the volume. Still, simple P&L reports could take over 30 minutes to run. The company loved all of the QuickBooks™ invoicing functionality and did not want to give-up their knowledge and familiarity with the product, but they were hampered by the slow performance.
KARDIA supplied a separate invoicing system that posted summary invoice information (as well as cash receipts) into QuickBooks.™ This solution allowed the Company to maintain QuickBooks™ as their core financial software but offload the data storage requirements into a SQL Server database (built for higher volume data needs). As such, they are currently maintaining over seven years worth of invoice history on each client and running reports in QuickBooks™ is faster and does not need the periodic archiving.
The differentiation of tasks was logical and practical — QuickBooks™ is used for tax compliance and company financial matters while our KARDIA system is used for the daily invoicing and deposit needs. The only real crossover was the posting of invoices and deposits; which the Company could do daily, weekly or monthly, as desired.
Managing Inventory to be as Profitable as Can Be
Client Story 4
A regional importer and distributor of imported foods began to grow nationally. They quickly outgrew QuickBooks™ but did like the ease of use and low cost of its financial functions. An ideal system for them would allow QuickBooks™ to be kept functioning but have a separate, integrated system to handle their operational needs. KARDIA was a natural choice.
Their business is managing inventory and doing so efficiently makes them as profitable as they can be. They had a very specific challenge in trying to order the right mix of products. Their products are highly seasonal, lead times from overseas import are long, and expiration dates can be very short. All this led to the configuration of an 'Order Aid' form that made future projections based on historical data. It also provided the purchasing manager with confidence ratings so the Company could optimize its purchasing dollars by directing them toward the products with the surest rates of return.
Other features the Company needed were hard to find in one 'off-the-shelf' package but were tailored with KARDIA to their specific needs that included special commission reporting, sophisticated bill back and various marketing discounts on cash receipts, integrated credit card processing (which auto-deposits open invoices), category pricing logic and a highly specialized form of handling product returns.
Central Warehouse Management for a State Government
Client Story 5
A department of a State government needed to manage a central warehouse of supplies. In addition, another group within the State's hospital system was looking to track IT assets across a base of 100's of users and locations. KARDIA was selected to solve both needs.
The operational needs of receiving and issuing were straight forward, except the State had specific object codes and billing codes that needed to be totaled and reported annually. There was no off-the-shelf solution available and building one internally—or using spreadsheets to do the tracking—was not feasible. A base line configuration from KARDIA was installed and then within one month, was configured to handle the special reporting needs the State required.
On the IT asset side, the entire configuration was built from scratch in approximately six weeks and included purchasing, receiving, moves, check-ins / check-outs, disposals and various reporting forms and queries. Particularly, the receiving process was tailored specifically to allow for serializing incoming product since it allowed for scanning-in not only the asset number, but model number, serial number and service tag number whenever appropriate.
Next year, this Department will be looking at expanding the use of KARDIA into other areas within the facility.