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Document Management solutions in
Logistics

Harnessing the potential of document management in logistics

Logistics document management software enables transportation and logistics companies to manage documents within the supply chains they serve. All relevant information is readily available in one central digital system, eliminating the risk of missing or bad quality data due to lost or damaged paper documents. The logistics industry may still be highly dependent on paper documents, but companies that make the shift to digital will be the ones that remain relevant in the 21st century. 
 
International transport comes with its own set of challenges and constraints, such as severe weather conditions, traffic congestion, and damaged cargo. To prevent further complications, logistics companies must ensure all documents contain the correct information when shipping across borders. Pre- and post-transport management can help, but humans can make minor mistakes or misread, say, a 5 for a 6, which could derail an entire shipment and cause major delays and added costs.
Case Study
Expo Freight Limited

Logistics: Document Management Helped Logistics Company Optimize Process

Expo Freight Limited (Logistics Company), headquartered in Sri Lanka, is a leading international freight forwarder and third-party logistics company, which undertakes international transportation agency business such as sea transportation, land transportation, air transportation of import and export goods, international exhibits, etc. After more than 30 years of development, the logistics company has set up wholly-owned branches in 19 countries and regions around the world, and its agent network is all over the world.

Heatmap for Manufacturing & Logistics processes

Automation potential
HIGH
Automation potential
MEDIUM
SUPPLIER MANAGEMENT PROCUREMENT LOGISTICS INVENTORY AND PLANNING MANUFACTURING CUSTOMER DELIVERY
RFP / RFQ generation and data aggregation Purchase order creation and matching Logistic service provider contract management Demand and supply daily reports BoM generation Order status updates
Vendor mapping (metadata search) Matching and reconciliation of invoice and goods receipt Performance based delivery time updates Material transaction updates Predictive maintenance Return processing, automated order information collection
Contracts management Vendor performance reports Delivery management and tracking, proof of delivery Material master data maintenance, e.g. PDM and ERP Production plan generation Customer complaint handling, order information and forwarding
Vendor selection Freight tendering Customs clearance documentation handling Demand forecasting Production cell-to-cell data transfer
Supplier risk management Material requirement and shortage reports EDI data handling Available to Order (dynamic delivery time) Scrap / Waste reporting
Update scorecards and dashboards Vendor managed inventory (VMI) reports and replenishment Shipping information generation and extraction Inventory level optimization In-cell quality control & cross-referencing
SUPPLIER MANAGEMENT PROCUREMENT LOGISTICS INVENTORY AND PLANNING MANUFACTURING CUSTOMER DELIVERY
RFP / RFQ generation and data aggregation Purchase order creation and matching Logistic service provider contract management Demand and supply daily reports BoM generation Order status updates
Vendor mapping (metadata search) Matching and reconciliation of invoice and goods receipt Performance based delivery time updates Material transaction updates Predictive maintenance Return processing, automated order information collection
Contracts management Vendor performance reports Delivery management and tracking, proof of delivery Material master data maintenance, e.g. PDM and ERP Production plan generation Customer complaint handling, order information and forwarding
Vendor selection Freight tendering Customs clearance documentation handling Demand forecasting Production cell-to-cell data transfer
Supplier risk management Material requirement and shortage reports EDI data handling Available to Order (dynamic delivery time) Scrap / Waste reporting
Update scorecards and dashboards Vendor managed inventory (VMI) reports and replenishment Shipping information generation and extraction Inventory level optimization In-cell quality control & cross-referencing

Process examples

SUPPLIER ONBOARDING
SUPPLIER ONBOARDING
Collecting and assessing vendor data can take hours from your day. RPA can source data to make a pre-assessment possible.
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BETTER PURCHASING
BETTER PURCHASING
Reducing the handling time of invoices, improving accuracy and timeliness in purchasing can be achieved using robots. READ MORE
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TRACKING DELIVERY
TRACKING DELIVERY
Digital workers can enhance customer experience through updating delivery schedules.
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DEMAND VERSUS SUPPLY
DEMAND VERSUS SUPPLY
Machine learning offers great potential for combining the order book with seasonal trends and historical data.
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PREDICTIVE MAINTENANCE
PREDICTIVE MAINTENANCE
Using intelligent automation to schedule production breaks can significantly reduce down-time and maintenance costs.
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CUSTOMER COMPLAINTS
CUSTOMER COMPLAINTS
Quality assurance teams can improve response times for complaints with auto-populating customer data and sales.
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Using templates and extracting data from emails can start the process of creating supplier master data – with additional capabilities such as flagging deviations from best practices. Selection criteria for suppliers can be validated and applied to create a recommended list of who to choose and why.
With robots dedicated to requisitions and invoice reconciliation the results show improved material availability, reduction in human error, and fewer internal inquiries about the status of procurement.

Invoice reconciliation with exception handling can be automated. By applying AI procurement data a forecast is possible to determine supplier performance and enhance operational risk mitigation.
Procurement and sales can use detailed demand data combined with supplier delivery dates and production lead times. The improvement in delivery performance and customer service validates this investment in automation. Results can also be seen in decreased inventory.

Forecasting can be improved with the addition of data on production waste, scheduled maintenance and available resources. Applying knowledge generated by RPA can trigger investigation of new suppliers due to increased demand or automated updates in online store delivery dates.
From the validation of master data, the preparation and posting of recurring journal entries, through ensuring the completeness and accuracy of interface transfers between subledgers and the GL, to preparation of supporting documentation for month-end journal entries – automation enables faster and more effective processes.

Opportunities exist within reconciliation and analysis of month end accounting and reports, including Real Time Analytics and document archiving. Other options include setting up supplier data, handling refunds, indirect and direct tax automation, revaluation of assets and debts based on group accounting policy. Quantic Solutions supports innovation of processes in all these areas and more.
By using sensory data (e.g. vibration or other predictors) from production machines, any unplanned maintenance breaks can be avoided and performed on-demand basis. By using predictive maintenance, manufacturing can avoid catastrophic failures and plan the machine down-time. With the down-time incorporated into production plans, the company can better plan its shop-floor resources and keep customers updated on potentially changing delivery schedules.

There are many other ways to benefit from this transformation in scheduling from human resources to material requirements planning.
When complaints are automatically classified and forwarded to the right team without errors, complaint resolution times are also reduced.

Staff time spent checking quality issues can be automated and cross-checked by date or batch so that root causes are analysed with immediately available data. RPA benefits staff who can focus on more pressing issues while improving the customer experience with timely resolution of complaints.