Executive Summary
Tranzparts Group Limited, an independent commercial motor factor, faced significant logistical challenges and system inflexibility using their previous system, “Autopart”. They sought a solution that could enhance proof of delivery capabilities, streamline access to copy for customers, and manage inventory more effectively. The solution came in the form of Autovolt’s “Factor” package.
Overview
Customer: Tranzparts Group Limited
Industry: Commercial Motor Factor
Company Profile: The company operates multiple depots with 20 delivery vans and employs 15 office staff. They specialise in selling spare parts for heavy vehicles and vans over the phone, at a trade counter, and online.
Challenges and Objectives
Tranzparts were facing significant issues scaling their business and managing their inventory due to the limitations of “Autopart”. The need for a new phone line and specific software installation with each new depot was inconvenient and inflexible. Furthermore, they sought a system that could manage their deliveries, electronically store proof of delivery for easy customer access, and thus,
reduce manual processes and paper storage.
Tranzparts also required more rigorous control over their inventory and purchases. The ease with which sales staff could order VOR parts without setting up a supplier or part number led to difficulty in stock forecasting and accountability. Finally, better integration with their accounting software “Xero” was desired, as the manual invoice upload process was proving too time-consuming.
Solution
Autovolt partnered with Tranzparts to thoroughly understand their processes and recommend a package that catered to their needs. As a cloud-based system, Autovolt required no installation and was accessible from any device with an internet connection. This provided Tranzparts with the scalability and flexibility they sought.
Autovolt’s permission-based system allowed for controlled purchase order creation, tying each to an invoice and advisor, thereby increasing accountability and tightening stock forecasting. The software’s Dispatch Centre enabled Tranzparts to plot deliveries, assign them to drivers via Android phones, and obtain electronic proof of delivery in real-time.
The customer-facing portal of Autovolt allowed Tranzpart’s customers to place orders, make quotation requests, view copy invoices, and access proof of deliveries. Additionally, Autovolt’s direct link to Xero replaced the need for manual invoice uploads.
Results
Following the transition to Autovolt, Tranzparts achieved a 60% reduction in dead stock, thanks to the built-in reporting. They also saved an estimated 17 hours per week on administrative tasks, saw an 80% decrease in incorrect deliveries, and enjoyed a 20% reduction in delivery times. When hiring new employees, opening new sites, or purchasing new PCs, creating logins took a matter of seconds.
Key Features Used
- Electronic Proof of Delivery (POD)
- Customer-facing portal
- Dispatch Centre
- Xero Integration
- Advisor Permissions
