Case Study: Streamlining Import-Export Operations and Inventory Management with a Cloud-Based Solution
Client: Sancheti Global Inc.; Import-Export of Textile Yarns & Fabrics, Construction Hardware, Spices, etc.
Business Challenge:
Mr. Hem Prakash Sancheti started his business in Bangalore in the early 1970s. He explored various business ventures with a focus on sustainability and established another venture with Prime Labels Pvt. Ltd. into manufacturing of Polyester Woven Garment Labels. Recognizing the importance of automation for quicker turnaround times for conversion of orders to samples to production and dispatches with faster invoicing, he reached out to a startup named Ziac Software.
A DOS system based software was quickly implemented which facilitated smoother flow of various processes and business expansion.
Thirty years later, his sons, having been sagaciously mentored and trained with entrepreneurship skills, now run another business vertical specializing into Import-Export of Textile Yarns & Fabrics, Construction Hardware, Spices and more.
Encompassing multiple verticals across varied products and several SKUs, this new expansion brought about new operational challenges!
While initial operations were managed through phone calls, WhatsApp messages and emails the growing business volumes fetched difficulties in efficient inventory turnarounds, tracking stock positions, instructing staff with order specific packaging, maintaining customer specific variables, coordinating with transporters for dispatches, and determining transporter pricing.
With the traditional method of operating, the time taken after receiving the orders from customers to sending sales order confirmations to processing the inventory for packing and then verifying the stock balances and dispatching was taking a lot of time and prone to various errors at each level.
To address these challenges, Mr. Vinit Sancheti, the elder son, once again approached to Ziac Software for a solution.
The issues faced were initially explained to Mr. Ramesh Bhupalam of M/s Ziac Software:
- Manual Order Management: Relying on phone calls, WhatsApp messages, and excel spreadsheets for order tracking and inventory management was time-consuming, prone to errors, and lacked real-time visibility.
- Disorganized Data: Critical business information such as transporter details, pricing, dispatch bills, and purchase orders was scattered across various spreadsheets, making it difficult to access, analyze, and report on.
- Limited Inventory Control: Lack of a centralized inventory system hindered accurate stock tracking, leading to potential stock outs, overstocking, and missed sales opportunities.
- Inefficient Communication: Coordinating with suppliers, transporters, and customers through multiple channels resulted in delays, miscommunications, and a lack of transparency.
Solution:
To address these challenges, we implemented a custom-built cloud-based application designed to streamline and automate key aspects of Sancheti Global Inc.’s operations and inventory management. The solution encompassed:
- Centralized Order Management:
The cloud based solution provides a centralized platform for managing all orders, from initial enquiry to final delivery. The features include:
- Order tracking with real-time updates
- Automated packing scheduling
- Secure document storage (purchase orders, invoices, etc.)
Real-time inventory tracking with features such as:
- Automatic stock updates upon order placement and fulfillment
- Low-stock alerts to prevent stock outs
- Detailed inventory reports for better stock planning
Centralized database of transporter information (contact details, pricing, etc.)
- Easy comparison of transporter rates for cost optimization
- Automated dispatch scheduling and tracking
Results:
The implementation of the cloud-based solution has yielded significant improvements for Sancheti Global Inc:
Streamlined order management, inventory tracking, and communication have significantly improved operational efficiency and reduced manual effort. The conversion time from receiving orders to issuing Sales Order Confirmation to instructing staff for packing relevant stocks is just done in a single-click without any error or mismatch.
Automation has eliminated errors in order processing, inventory management, and data entry.
Real-time access to data provides valuable insights into business performance, enabling better decision-making and proactive issue resolution.
Optimized inventory management has reduced stock holding costs, while efficient transporter selection has minimized logistics expenses. Also reducing costs by eliminating a need for hiring additional staff for executing processes.
- Improved Customer Satisfaction:
Faster order fulfillment and enhanced communication have improved customer satisfaction and loyalty. Also the time taken for confirming the order to customers has phenomenally reduced from about forty minutes to seven minutes leading to realization of advance payments immediately and promoting “zero-correspondence” operations where the customers neither need to call nor follow-up for availability of stocks, or dispatch status and each order is executed seamlessly.
Conclusion:
By leveraging a cloud-based solution, Mr. Vinit Sancheti has successfully overcome the challenges of managing their inventory though having innumerous SKUs with different stock & price levels. The solution has not only improved operational efficiency and accuracy but also provided valuable data-driven insights to optimize business decisions and enhance overall competitiveness coupled with saving time and efforts.