Vending and Distribution

Vending companies, not unlike the beverage distribution companies in the HOREKA segment, manage a large amount of information, essential for the success of their business. These companies manage a huge number of micro warehouses (vending machines, coffee machines, hotels, restaurants, cafes), and the effective management of stocks in all these places directly affects the profitability of their activities. These companies monitor stocks in several hundred locations and thus have large stocks of goods for which optimal availability must be maintained. This leads to timely invoicing and revenue collection.
The companies in this group are characterized by:

Large number of micro locations for monitoring;

Service and maintenance of a large number of vending machines and coffee machines;

Dynamic routes to the micro-locations;

Importance of tracking deadlines and batches.

Starting point

Based on the abovementioned factors, the need to use a business system that can administer, control and inform about all important parameters, appears. In recent years, our team at ERP. Agency has successfully implemented several projects in vending companies, as well as in companies engaged in the distribution of beverages in the HOREKA segment, and has gained excellent experience and references in this industry.

System requirements

The business system of these companies must provide:

Effective procedures for bid preparation and sales management;

Resource planning (vehicles and personnel);

Stock planning;

Optimization of routes for visiting micro-locations;

Monitoring the profitability of each micro location.

Business needs

Effective control in these companies allows the early detection of bottlenecks, overcoming the lack of availability, regular maintenance/servicing of appliances. The control allows analysis/comparison between planned and actual costs and consequently the calculation of the actual profit for each micro location. The control process allows monitoring of employees and their efficiency, and hence their pay according to the results.

Business systems must also provide quality information about all processes in the company. Available and timely information in dynamic companies of this type is essential to meet the expectations of customers, employees and management.

What did our team do in order to answer these requirements?

We at ERP.Agency have developed our own modules, used both in vending companies and in companies that distribute beverages in the HOREKA segment, which increases efficiency in the management and administration of stocks. The need for a mobile field solution used on Android devices, fully integrated with the main system, should be highlighted.

List of common problems

Manual handling of micro location stocks;

Visiting routes are determined manually each morning;

Remuneration of employees is not based on measurable parameters;

Goods, especially smaller quantities, often remain in stock for years;

Appliances and personnel are not used optimally;

Ignorance of the real costs of micro location.

Successful implementation in:

Cafe Vending – Skopje

Number of employees: 24
Year of implementation: 2013

Implemented packages:
– Mobile commerce solution;
– Sales and sales management;
– Budgeting and monitoring of the plan.

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Vending and Distribution