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The Company is based in Johannesburg and acts as a central buying organisation
for approximately 400 electronic electrical and whitegoods outlets. To handle this
they buy from roughly the same number of Suppliers (e.g. LG, Sony etc.).
3 different problems. Firstly record copies of orders from outlets
to prove that what was delivered was what was requested. Secondly to store and
retrieve Proof Of Delivery of the goods from the Supplier to the Outlet. This is
required for payment verification. Thirdly to store Claims for non-delivery,
short delivery and incorrect delivery. This is required for Account balancing,
Suppliers to Outlets. Approximately 400 documents a day arrive at the Head Office.
After specifying the Client requirements we created a application to
handle the above requirements. In the case of Orders the fax is stored in a
folder with the correct order number as the file name. Periodically the
department runs an update utility which imports and indexes the orders into
the system. POD's and claims are batch scanned into their folders.
The indexing clerks the view each document and index by supplier, outlet,
document number and date.
Subsequently, on request from the client, we developed web based software enabling Suppliers to view
Claims on them submitted by the dealers, as well as allowing the supplier to upload their scanned PODs to the
system.
On the other hand the dealers can view the PODs relating to them and upload claims against the Suppliers
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