Simplifying Order Creation in CargoWise: How Carguber Enhanced Efficiency and Reduced Errors

Order creation is a crucial step in logistics and supply chain management, ensuring that shipments are accurately booked, tracked, and processed. However, for businesses using CargoWise, managing order creation effectively can become a complex and error-prone process, especially when dealing with multiple steps, data fields, and stakeholders involved in each order. Challenges such as delayed confirmations missed approvals, and discrepancies between purchase and delivery orders can severely impact operational efficiency and customer satisfaction.

Let’s explore how Carguber successfully addressed these challenges for a client using the CargoWise integrations solution by automating and simplifying the order creation process. By implementing a solution tailored to the company’s specific needs, Carguber was able to reduce delays, minimize errors, and enhance the overall efficiency of the order creation workflow.

The Challenges Faced

• Disorganized Order Tracking: The company struggled to keep track of orders that were in different stages of the creation process. Orders were either in draft, awaiting confirmation from suppliers, or pending cargo readiness and vessel planning. This disorganization led to delays and confusion about the status of each order.
• Manual Data Entry and Errors: Order creation in CargoWise was reliant on manual data entry, which led to frequent mistakes, including incorrect order numbers, misclassified consignors or consignees, and mismatched cargo details. This not only caused operational delays but also led to customer dissatisfaction.
• Approval obstacles: Orders required approval at multiple stages, but delays in approval caused bottlenecks in the process. Whether it was waiting for confirmation from the supplier or awaiting approval for delivery, the entire order creation workflow was held up, leading to delayed shipments and missed deadlines.
• Difficulty in Filtering and Tracking Orders: The company found it difficult to filter and track active orders, especially when dealing with multiple orders for the same customer or shipment. Sorting by order number, order status, consignee, or consignor was time-consuming, and the system didn’t provide enough flexibility to easily track orders by origin, destination, or branch.
• Integration Issues with Purchase and Delivery Orders: The client had trouble efficiently uploading purchase orders and delivery orders into CargoWise, leading to inconsistencies between the two and additional manual work to reconcile the data.

Carguber’s Solution

• Organized Order Status and Workflow: Carguber developed a simplified dashboard for the client to view and manage all active orders in real time. The dashboard was customized to show orders in different stages, such as “In Draft,” “To Be Confirmed by Supplier,” “To Be Taken for Supplier Follow-Up,” “Pending Cargo Ready Date,” and “Pending Vessel Planning.” This allowed users to quickly see which orders needed immediate attention and avoid delays caused by miscommunication. The system was configured to automatically update the order status as it moved through the process, ensuring that no orders were left behind in the workflow. Alerts and notifications were set up to notify relevant stakeholders when an order status changed or when action was required, such as supplier confirmation or cargo readiness.
• Automating Data Entry and Error Reduction: To address manual data entry errors, Carguber implemented an automation tool that allowed the client to upload and process purchase and delivery orders in bulk. Data mapping templates were created to ensure that the data from purchase orders and delivery orders were correctly aligned with CargoWise’s requirements, reducing manual errors. Carguber also provided training and guidelines to ensure data was entered consistently and correctly, minimizing the risk of errors such as incorrect consignee information, shipment details, or order numbers.
• Simplified Approval Process: Carguber designed an automated approval workflow within CargoWise to simplify the approval process at each stage of order creation. Orders were automatically flagged as “Ready to Be Approved” once they met the required criteria and finance or logistics teams were notified via email for immediate review. Once approved, the order status was updated to “Approved” and moved forward in the workflow. For rejected orders, a detailed explanation of the rejection was automatically generated and sent to the relevant team members, allowing them to address issues and resubmit the order for approval. This eliminated obstacles and ensured that orders were processed efficiently, reducing delays.
• Enhanced Order Filtering and Tracking: Carguber enhanced the order filtering functionality by allowing users to filter orders based on key criteria such as order number, split number, order date, order status, consignee, consignor, origin, destination, and origin/destination branch. This allowed employees to quickly track the status of any order, ensuring that orders were followed up on and managed efficiently. A dynamic search feature was also implemented to allow users to search for orders based on any combination of fields, making it easier for the team to track large volumes of orders and ensure nothing was overlooked.
• Efficient Purchase and Delivery Order Upload: To solve the challenge of uploading purchase and delivery orders, Carguber created an integration solution that automatically processed and imported both purchase and delivery orders into CargoWise. The solution was designed to reduce the time spent on manual data entry, and it ensured that both types of orders were properly reconciled within CargoWise. The integration also automatically linked related purchase orders and delivery orders, ensuring consistency and reducing the need for manual intervention.

Results Achieved

• Faster Order Processing: The automated workflow and streamlined order status tracking allowed the client to process orders more quickly, reducing delays in order approvals and shipment scheduling.
• Error Reduction: By automating data entry and ensuring that purchase and delivery orders were correctly mapped, Carguber significantly reduced the errors caused by manual input. This improved data accuracy across the system.
• Improved Efficiency: With the ability to filter and track orders more effectively, the client was able to respond to orders more promptly, improving overall operational efficiency. The approval process was simplified, reducing the time spent waiting for approval and allowing the logistics team to focus on higher-priority tasks.
• Enhanced Visibility: The customized dashboard provided real-time visibility into all active orders, allowing the team to manage their workload more effectively and ensure that no orders were overlooked.
• Cost Savings: By reducing the manual effort involved in order creation, approval, and tracking, the client saved valuable time and resources. This led to lower operational costs and better resource allocation.

Conclusion

Carguber successfully addressed the challenges of order creation in CargoWise by automating and optimizing the client’s order management workflow. Through custom integrations, automation tools, and enhanced filtering options, Carguber was able to simplify order creation, reduce errors, and improve operational efficiency.

For logistics companies struggling with similar issues in their order creation processes, Carguber’s solution provides a proven way to automate workflows, reduce errors, and enhance overall performance. If you are looking to optimize your order creation process within CargoWise, contact Carguber today to explore how our tailored solutions can help streamline your operations.