Case Study: Resolving Discrepancies in Package List Tracking with QuickSales EDI Issue

Client A and Client B, both using the QuickSales EDI system created by Price Reporter, faced significant issues with tracking their orders.

Here’s what was wrong:

  • Missing Tracking Numbers: Package lists (PLs) and orders were being saved without tracking numbers and updated later, causing confusion.
  • Partial Shipping Issues: When only part of an order was shipped, it led to more problems and delays.
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Solution

The team at Price Reporter quickly responded with targeted solutions to address these issues:

  1. Process Adjustment: Advised Client B’s team to first load tracking numbers and labels before saving PLs and orders.
  2. EDI Module Modification: Adjusted the QuickSales EDI system to only transmit package lists and orders with populated tracking numbers, ensuring updates were only sent when actual tracking numbers were available.
  3. Notification Rule Configuration: Set up a new notification rule for “New package list created” instead of “Order shipped,” allowing Client B to receive a PDF copy of each PL for double-checking if necessary.

Outcome

These changes significantly improved the accuracy and efficiency of the package tracking system for both clients:

  • Elimination of Discrepancies: Only complete and accurate PLs and orders were transmitted, reducing errors.
  • Enhanced Tracking Process: More reliable tracking and smoother handling of partial shipments.
  • Improved Communication: The new notification rule provided an additional layer of verification, enhancing internal communication and record-keeping.

For issues related to Federal Government and Military Online Shopping Portals (OMS) package lists and invoices, we recommended resending any required documents by changing the status to “Not Sent,” which would then update to “Sent” or “Updated” upon confirmation by OMS.

ERP System Overview

This case study demonstrates how both a Federal contractor (Client A) and their supplier (Client B) used the QuickSales EDI system by Price Reporter to manage all their order-related tasks.

The process is automated and efficient, involving minimal manual labor:

  1. Order Receipt: Client A receives purchase orders automatically through our ERP system from government portals.
  2. Order Transmission: The order is automatically sent to Client B’s ERP system for fulfillment.
  3. Shipping and Tracking: Client B ships the order and enters the tracking numbers into the system.
  4. Order Confirmation: The tracking information is sent back to Client A, who updates the government portal and informs the end user.
  5. Billing and Invoicing: Client A sends the order details to the billing department of Client B for invoice to be created. Client B sends an invoice to Client A.
  6. Reconciliation: Client A’s accounting department reconciles the payment in the system, ensuring all transactions are accurate and complete and approve the payment, which then is also reconciled by Client B’s accounting department.

Benefits

  • Minimal Errors: Automation ensures virtually no possibility for errors.
  • Efficiency: The process requires minimal human effort.
  • Seamless Integration: Both clients experienced a smooth and efficient workflow.

This case study showcases how the QuickSales EDI system by Price Reporter can effectively manage order fulfillment and related tasks through automation, making the whole process faster and more reliable with minimal room for mistakes.

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