Zoovolna (IP Ivanova Yulia Petrovna) (Kleverens: Shop 15)

2023: Inventory in a new way: ZOOVOLNA chain of stores refused to be counted "on paper"

Last Inventory Old

In pet stores of the network ZOOVOLNA , many different operations are performed every day: acceptance of new batches of feed, distribution of toys for cats, control of shelf life of veterinary products. The range is huge - more than a thousand items in each store. And all this must be taken into account so that there is no shortage or overport.

Until recently, accounting was kept in the old fashioned way - on paper. They printed lists from 1C, counted the goods, "covered" the plan and fact, then manually entered the data into 1C. At first, inventories were carried out at night, but only added to the problems, as people got tired, and their inattention increased. Later, stores began to close for several working days, but even then the remnants did not converge.

Accounting was always kept on paper. But when there are more than 1,000 items in each store, this method is time-consuming. Even closing for inventory did not allow the balances to be reduced without errors. told Alexander Khan, manager of the integrator company "First BIT," leading a project on accounting automation

The owner wants to be the first on the market

The owner of ZOOVOLNA is a franchisor. For him, business is not only a profit, but also a benchmark for others. Each new franchise partner opens a store, focusing on already worked out processes: how logistics are built, how accounting is organized, how work with customers is carried out.

That is why it was important for him, in addition to maintaining stability, to constantly move forward. He regularly conducted internal audits, analyzed the effectiveness of each department, rebuilt trading floors, and optimized the calculation. His approach is a constant improvement: if something can be done better, then it needs to be done.

But with the growth of the network, it became clear: it is impossible to scale the business with paper accounting. What worked in the same store failed in three. Mistakes accumulated, the remnants "danced," and control over personnel became more and more difficult.

Then he began to look for a solution and technologies that would take the entire network to a new level. I studied the market, read reviews, compared. Not only trusted the recommendations - I myself figured out which terminals are convenient, how the software works in real conditions.

It was important for him to choose a tool that would become the standard for the entire franchise. The main goal was clear: to speed up the inventory, reduce mistakes during acceptance and free employees from routine. This approach would give a competitive advantage - both within the network and in the market.

Solution - In Detail

The owner of the pet store network was interested in software Kleverens recording goods and data collection terminals - ATOL Smart.Prime a solution that turned out to be accurate for several reasons. "" was Shop 15 originally created for retail chains without address storage, where mobility and speed are important. And this is just the case of ZOOVOLNA: goods do not stand in fixed places, but are distributed among zones, and they need to be counted right on the trading floor, without breaking away from customers.

Of the two software options - "Warehouse 15" and "Store 15" - they made a choice in favor of the latter. Because the task had to be solved directly in retail outlets. It was necessary to speed up the inventory, simplify acceptance and eliminate errors when working with a large number of SKUs - and all this in conditions of limited time and high loading of the trading floor.

Store 15 is ideal for such conditions: it operates online, allows simultaneous inventories at several points through a single information base and supports all key operations - from acceptance to revaluation and barcode assignment.

Assistance with the implementation was taken over by a certified partner of Cloverens - the company "First BIT." They not only installed the software and issued the shipping documentation, but deeply immersed themselves in the processes of the network: they understood how accounting is organized, which types of goods most often cause errors, how employees interact with documents. Thanks to this, the system was adapted for real work, and not template.

Everything is changing

For automation to work stably, it was necessary to change not only the habits of employees, but also the infrastructure itself. The first thing they did was transfer the entire accounting system to the Live cloud. "Previously, it was on a third-party Scloud server, and because of this there were constant failures in the synchronization of Mobile SMARTS (Kleverens) and 1C databases. The problem lasted a month and a half and prevented the implementation from being completed. And moving to Live "turned out to be more profitable than buying a separate web client on all counts.

The cloud provides access to open the ports necessary for the correct operation of 1C and'Store 15 '. Plus, a web client is already included in the rental price - this is more profitable than buying it separately. told Sergey Nesterov, implementation specialist of the company "First BIT"

Another technical obstacle - the lack of a static IP address - has also been eliminated. Without it, online exchange between systems did not work. The solution turned out to be simple: they bought the address, and the connection worked smoothly.

At the same time, there was work with people. Sellers got used to paper accounting, and now they had to work with data collection terminals. In order for the adaptation to take place quickly, the First BIT team conducted training as part of a loyalty program. We showed how to create documents, create new barcodes, conduct acceptance and inventory.

The customer did not expect that it would be possible to start work immediately after implementation. But we did the training - and that reduced the adaptation period to 1 day. told Alexander Khan, Account Manager

Technology, infrastructure, people - everything has changed at the same time. And it was this comprehensive approach that allowed the system to work from day one.

When Technology Becomes Part of Everyday Life

Automation is not considered successful until it passes the test in real conditions. After the introduction of a software and hardware complex based on ON Kleverens and shipping documentation, it became possible to conduct inventories right in the trading floors - while customers choose goods, and cashiers serve customers, and without closing stores.

Thanks to a single information base, recalculation can be performed simultaneously at several points on the network. Employees scan goods using the terminal, and the data instantly gets into 1C. The system checks the conformity of the product and the document, minimizing errors due to the human factor. If the code does not match, a notification appears immediately on the shipping documentation screen. The mistakes that used to be the norm are now gone.

With the "Store 15" increased the speed of recalculation of goods, it became possible to conduct inventories at the same time in several stores and significantly reduced human errors. reported by Alexander Khan, manager of First BIT

The results were obvious in the first weeks:

• The inventory is now carried out during working hours.
• The system automatically checks barcodes and articles.
• Sellers have become more mobile - there is no need to run to the computer, everything is done on the spot.
• Shipping documentation can be moved between magazines - this is especially convenient when there is a temporary shortage of equipment.

Employees no longer spend hours on paper lists, are not confused in the names of goods, are not afraid to make a mistake. Accounting has become transparent, predictable and as close as possible to real work.

This made it possible to free up time for more important tasks - service, calculation, communication with customers. And most importantly, the technology is no longer perceived as a foreign load, but has become a natural part of everyday work.

Now there are two terminals on the network, but with the opening of two new retail outlets, the park will be expanded. While the main functions are used: inventory, acceptance, assignment of barcodes. But the plans are to add a revaluation of goods, shelf life control and electronic document flow with suppliers.

Tips to those just starting out

Digitalization rarely begins with a large-scale plan. Most often, it starts with one pain: we count for too long, too many mistakes, we do not have time to grow. ZOOVOLNA's inventory has become such a trigger - a routine, time-consuming, but mandatory operation. By solving this problem, they not only accelerated accounting, but laid the foundation for a transparent, managed and scalable business.

Today, automation is no longer perceived as a temporary project - it has become part of the daily operation of the entire network. And based on their experience, the team can give clear recommendations to other retailers:

• Choose a cloud solution. The move from Scloud to Live "solved the synchronization problem and ensured the stable operation of 1C and" Store 15. " Plus, a web client is included in the price - it is more profitable than buying it separately.
• Make sure you have a static IP address. Without it, online exchange between systems does not work. Simple technical solution, but key for correct integration.
• Train employees from day one. Thanks to the loyalty program from First BIT, sellers got used to it in one day. This allowed you to go straight to work without long adaptation.
• Start with the main one. The priority of ZOOVOLNA was the speed of inventory and the accuracy of acceptance. We focused on this - and achieved the result.
• Work with a reliable partner. The "first BIT" helped not only install the software, but also solve difficult technical issues: migration to the cloud, port configuration, and online exchange.

ZOOVOLNA chose digitalization not because it is fashionable, but because it is necessary. Paper accounting has reached its limit - further it would be impossible to control the remnants, avoid errors and develop a franchise. Now the owner can be sure: the data is relevant, the accounting is accurate, and the sellers are occupied by customers, not documents.

And most importantly, scaling has become simple: a new store, a new terminal, a connection to a single database - and the system has been working since the first day. Technology has not replaced humans. They just helped them do a better job.