Aussie Ice Ventures manufactures and distributes packaged ice to retail service stations, convenience stores, hotels and supermarkets throughout the greater Melbourne metropolitan area, and country areas between Lakes Entrance and Geelong in Victoria. They are a high transaction company with a low net return per invoice, with average invoices typically amounting to less than $30.00. The packaged ice is typically delivered to customers in 5kg and 10kg bags by a team of 15 drivers. The drivers are responsible for the delivery of stock, payments, and paper-based invoicing. These transactions were originally recorded in docket books, reconciled and then manually entered into the accounting system at the office on a daily basis.

Situation: 

The packaged ice is typically delivered to customers in 5kg and 10kg bags by a team of 15 drivers. The drivers are responsible for the delivery of stock, payments, and paper-based invoicing. These transactions were originally recorded in docket books, reconciled and then manually entered into the accounting system at the office on a daily basis. This was proving problematic as administrative staff regularly needed to interpret different handwriting, reconcile payments, and correct both driver pricing and customer errors. Seasonal demands, which included the proliferation of new staff over summer months, compounded the issue and resulted in administrative staff needing to work seven days a week (sometimes until 2am) to fulfil their massive data entry work requirements. Since most customers had different buy prices, it was difficult to keep track of appropriate sale prices and errors would arise as a result. 

Approach: 

We approached the client's challenges by identifying the common points of collapse and the various processes that could be automated to reduce manual data entry requirements. We recommended a handheld sales solution that would enable drivers to conduct transactions in the field using electronic devices that could then be synchronised to the accounting system at head office.

Software Resolution: 

We used our field sales invoicing system that integrated into the company's accounting system to automate pricing (to overcome errors), highlight cash and account customers (to ensure payment was correctly receipted and accounted for) and synchronised transactions directly into their accounting system (to remove the need for manual data entry and to reduce human error).

Outcome: 

According to Karin Davis, Aussie Ice ventures, "There have been many benefits gained from using Mobileezy. Administrative requirements diminished and accuracy levels for data entry process has reached 99%. For the first time in years, administrative staff have not been required to work seven days a week during the hectic summer period, and records show that we save approximately 70 hours each week with our administrative staff alone. The automated processes have eradicated 70% of the errors by eliminating handwriting and manual data entry and we no longer have to search through 500,000 paper invoices on a daily basis. Electronic invoices with signatures have made it incredibly simple to produce proof of delivery and duplicate invoices. They are quickly accessible through easy-to-use reports no matter how long ago the original receipt was created. Best of all, we now have accurate stock tracking of 4 million items a year. Tracking stock on a per-driver basis has added a layer of accountability that highlighted previous losses of 77,000 bags of ice each year due to damage and loss. That's all a thing of the past now!"