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Twice as fast work of line personnel with the help of software and 13 data collection terminals

Customer
Central Pharmacy
IT Provider
Ristart Technologies
Year of project completion
2022
Project timeline
October, 2021 - January, 2022
Project scope
13 automated workstations
Goals
Project goals:
  • cope with the flow of customers;
  • avoid large queues at the cash register;
  • eliminate customer dissatisfaction;
  • speed up and simplify the work of line personnel with the goods;
  • get rid of keeping sales records on paper, which slows down the process of selling medical goods;
  • reduce the time to conduct inventories;
  • reduce errors due to the human factor;
  • obtain an additional tool to make sales without going through the cash register;
  • optimize the process of assembling orders to customers;
  • to prepare in advance for the introduction of mandatory labeling of medicines in Kazakhstan, so that by the time of the sale of medicines by Data Matrix codes have already gone through all the preparatory stages, to set up processes and correct possible errors.

The uniqueness of the project

At the customer's request, the IT project contractor added business processes for each department: now each user is assigned details - department name, warehouse, name of the performer, etc.

With Shop 15 and a POS in Central Pharmacy, all processes have been accelerated twofold. As long as they receive the goods, they immediately form a document on the TSD. There is no need to first count all the goods, and then sit at the computer, enter the names and quantities into the accounting system.

Shipment by wholesale has become much easier. Previously, large orders were collected with a pile of bills of lading in their hands: you had to go through 3 departments and even go to the warehouse. Now one employee with a terminal in the warehouse can handle it: all documents are on the RTMS, there is no need to go anywhere.

To check the receipts form 1 document, unload it into 1C and just check with the data from the supplier. If there is a large workload of cash registers, employees make sales directly from the terminal. The introduction of "Cleverens" and the POS helped to save time and level out the human factor.
Used software
"Shop 15" by Cleverence.
Equipment:

Honeywell EDA51 data collection terminal;
ScanPal EDA50 data collection terminal.
Optional equipment:

Honeywell PC42t thermal transfer barcode printer.
Difficulty of implementation
Even the usual acceptance of goods delayed the customer for several hours: the bills of lading were brought, the names were entered into the database, and the new documents were created. Receipts of goods are daily and several times distracted from working with buyers including cashiers. And completely "manual" inventory simply did not show the actual balances. It is clear that the management of "Central Pharmacy" was not happy with this. The owner wanted to see how much of what goods were in stock now, what had already been sold, what needed to be ordered. Therefore, initially it was necessary to reduce the influence of the human factor and, as a consequence, errors, to get away from the records of sold goods in the "notebook", as well as reduce the time to perform daily operations. The data collection terminals were immediately planned to be used also as an additional cash desk, making sales directly from the POS.
Project Description
Since the contractor of the IT project had previously worked with the customer in terms of the online store with Bitrix, monitored the exchange and gave small recommendations on accounting, automation based on 1C: Accounting was proposed. This was also due to the fact that not all users are not very familiar with the work of 1C.

Several databases were set up for the TSD to work fully: "1C: UT for Kazakhstan 3.4" - for the acceptance of goods and realization of wholesale sales and "1C: Apteka for Kazakhstan" - for retail sales. Basically, employees of "Central Pharmacy" use "1C: UT". If there are disruptions in the system - a power outage, an influx of customers, overloaded cash registers - they switch to another base and conduct sales through the TSD.

The contractor of the IT project did not have a ready list of tasks, the wishes of the customer performed as they were received. First we upgraded the "Data Terminal Driver" license to "Store 15". Then we carried out step-by-step automation: started the RTD for stock-taking, then for receiving, and after that for sales. And implemented the ability to view information about the goods on a barcode.

Such a phased implementation - first 2 RTDs, then 3, and so on - resulted in all mobile computers running different versions of Cleverence releases.

It was because of the different configurations of "Store 15" and caused subsequent interruptions in the work and with the unloading of documents and processing: on some RTDs subscription period expired and the software was not updated, the other renewed subscription to update only once. We planned to update all the licenses to the latest release in the near future so that both the software and the RTDs would work correctly.

The Central Pharmacy's MCCs are used to accept medicines, cosmetics, and dietary supplements, conduct inventories, and make sales. A total of 13 RTDs are used in the sales area and in the warehouse. Additional equipment includes Honeywell PC42t thermal transfer bar code printer.

Global inventory customer conducts 2 times a year with a full analysis of balances, entering surplus and writing off shortages. In order to replenish the stock of goods it is enough to revise the departments by product groups. This allows you not to close the pharmacy at the time of recounting the goods: the working day of the shop floor to 24:00, have time during the working day.

To make it easier for staff to adapt to the new mode of operation, the contractor of the IT project used the standard functionality of the Shop 15, as it is as simple as possible.

Automation will also affect the direction of the collection of orders coming from the site, performed on paper through 1C.

Cleverens technical support specialists helped to solve the problem with the "Receipt of goods" documents created on the POS, which were not reflected in the accounting system after unloading - it was advised to update the software configuration to the latest release.

Implementation allowed "Central Pharmacy" to reduce the time to conduct inventories, reduce errors and human factor, in general, accelerate the work of line staff and get an additional tool for sales not through the cash register.
Project geography
Kazakhstan, Almaty

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