1C:Enterprise 8 helped Sumotori-Irkutsk LLC to increase the speed and customer service quality

October 26, 2015. The Forus group reported^[1] about automation of Sumotori-Irkutsk LLC. The Альфа-Авто:Автосалон+Автосервис+Автозапчасти system developed on the 1C:Enterprise 8 platform helps the management to plan and control quickly sales of the equipment, to manage an assortment portfolio and to control settlement with buyers and suppliers. Address storage of spare parts and component parts in a warehouse is organized, the quantity of illiquid stocks decreased, timely deliveries of required materials are provided. The quality of work planning of service station improved, loading of the equipment is optimized, time for execution of documentation for production repair and service of the equipment is reduced.

Tekhnoholding of SUMOTORI representation Irkutsk, 2015

Goals and Objectives

For an effective company performance it is necessary to plan competently sales and repairs of the equipment, to timely buy necessary spare parts and component parts, to quickly make out orders, to accurately plan work of mechanics and loading of the equipment, to control settlement with clients and suppliers.

Earlier some tasks of service station were not automated. In particular, orders had to be filled out manually. For a time recording of mechanics spreadsheets were used. It was difficult to plan loading of the equipment, work on repair and service of the equipment. A lot of time left on manual formation of the list of the services and materials required for service of the equipment.

The specialized information system which would allow to accelerate formation of orders became necessary for the company, to simplify processing and a complete set of the entering orders, to optimize loading of mechanics and the equipment, to strengthen control of work of divisions. Besides, it was required to organize accurate accounting of spare parts in a warehouse, to optimize purchases, to strengthen control of a holiday of spare parts in repair zones. The convenient tool was necessary for heads of departments for control of work of managers, order management of buyers and receivables.

Choosing a Solution

As a basis for creation of such system the industry solution "Альфа-Авто:Автосалон+Автосервис+Автозапчасти" and the add-on module for this product from 1C-Rarus developer "Customer relationship management" was selected. The Forus Group became the partner in automation. In two months a system was unrolled in 20 workplaces, problems of sales management of spare parts, the equipment were completely automated and also - service to service of the equipment.

Key results of the project

Sales management:

• The quality of sales planning improved. Using a new system sales plans on each specific manager and also reports on accomplishment of these plans for the different periods and on different commodity groups quickly form. Managers had an opportunity to keep in a system the working magazine in which it is fixed what quantity of calls, a coma and with what result it is made in a day. It allows to estimate results of work of managers and divisions, to calculate bonuses for accomplishment and overfulfillment of plans, to motivate employees on achievement more good results. Besides, data on sales for the different periods and on different commodity groups help the management to develop the solutions connected with business development, for example, with staff increase, increase in posts of maintenance, maintenance of a relevant warehouse trade inventory, etc.
• There was an opportunity to control a status and completion dates of purchase orders of the equipment. In a system it is possible to obtain information on what machines still at any moment in production what on the parking / available and what - already in way who the driver and the driver.
• Control of settlement with partners is strengthened. In a system the payment schedule which helps to control receivables on each partner quickly forms and to plan cash receipt in a certain period. As a result the value of receivables decreased.

Management of a warehouse of spare parts:

• Supplier orders form in a system taking into account stock balance, current orders and also goods delivery duration. Necessary spare parts always are now available in the necessary quantity in a warehouse. There was an opportunity to reveal the most profitable and often bought goods items that also helps to plan purchases and to reduce quantity of illiquid goods in a warehouse.
• Operational accounting of goods in places of their storage is organized. It allows employees to find quickly the necessary goods in a warehouse, to quickly complete orders and to transfer spare parts to repair zones and also to a zone of issue of goods to the client.
• In a system in a nomenclature card of each spare part it is specified for what model of the equipment it is intended. It considerably simplifies and accelerates process of approval of orders and excludes possible errors: the customer with guarantee will receive that part which is necessary to him.
• There was an opportunity to consider, estimate and analyze data on conditionally missed demand. A system fixes all addresses on spare parts which did not appear available. On the basis of this information the purchasing manager can make the decision what goods it is necessary to include in the range. Thus, the company reacts to requests of clients and expands the range of spare parts according to their requirements.
• Differentiation of access rights to a system is configured. Now only those employees who are responsible persons can issue sale of spare parts. It excluded a possibility of frauds with movements and sales of spare parts from a warehouse.

Optimization of work of service station and customer service:

• The quality of work planning of service station and customer service improved. In a system in online the mode the current schedule of work of mechanics and repair blocks (posts) is displayed, planned regulations of accomplishment of each work type are set. A system allows to estimate efficiency of specialists according to the set standards. As a result it was succeeded to optimize both work of individual employees, and loading of posts in general, duration of equipment downtimes is reduced.
• Significantly processing of incoming requisitions became simpler and accelerated. Now at registration of the new request a system automatically creates the order, the including list of the services and supplies necessary for execution of works on service of each specific model of the equipment. Earlier managers had to do it manually that took away a lot of time.
• The quality of the service offered clients increased. Using a new system managers quickly control approach of terms of regular maintenance and timely notify clients on need of passing of TO. Besides, there was an opportunity to control approach of terms of the unscheduled repairs recommended by producers, for example, in case of defects of all line of the equipment. If the machine is in the list which was sent by the producer, when entering it the manager will get VIN numbers in a system the notification that repair in the service center is necessary for this machine, and will report about it to the client. All this helps the company to perform timely works on service of the equipment of clients and to ensure it smooth operation.
• In a system about 20 types of analytical reports quickly form: on different types of repair (warranty, exit, maintenance), to an expense of parts, etc. It allows the company to fulfill reporting obligations to suppliers, to plan and control sales volumes of services, to estimate an expense of spare parts and working time on compliance to the set standards, to calculate percent of defects and poor performed works. On the basis of these data the management can timely take remedial measures: apply penalties or, on the contrary, to approve bonus payments to specialists, motivating them on fast and high-quality execution of works.
• Restriction of the rights to transfer of spare parts to a repair zone is configured: now only contractors (but is not present at the storekeeper), who sign the document on a financial responsibility when moving parts to production have such rights. At the same time in the program it is displayed what quantity of parts, which of employees and for what machine took. It helped to strengthen control of expenditure of spare parts.

Notes