CultLab (Kleverens: Warehouse 15)

2023: Labeling dietary supplements is not scary: how "KultLab" prepared in 30 days

Tons of overhead and zero visibility: what problems faced the retail chain "KultLab"

The KultLab network knew everything about sports nutrition, but nothing about its own warehouse. The goods were accepted in the old fashioned way: the truck came, the storekeepers counted the boxes for a week, checked against a pile of paper invoices, and then manually drove the data into 1C. Mistakes happened regularly: either the employee gets tired and misses the line, then is sealed in the article, or will completely lose the invoice.

By 2022, the problem had become critical:

• 13 own stores and a franchise - it became impossible to control everything on paper.
• Each inventory revealed discrepancies of hundreds of thousands of rubles
• The new rules for labeling dietary supplements threatened to finally bury manual accounting.

The warehouse turned into a black hole, where time, money and nerve cells of the leadership disappeared without a trace.

Why didn't the changes work?

The company tried to correct the situation on its own - it switched from the ancient "1C: UT 10.3" to the modern "1C: UT 11.4." But the migration failed: the data was transferred wryly, the reports were generated with errors, and the product balances in the system still did not converge with reality.

This gave rise to severe skepticism:

• If even "1C" did not help - what will help then?
• Will the next software become the same headache?
• How to prepare for to marking Dietary supplements if you cannot put things in order in basic accounting?

The management faced a choice: either accept the existing state of affairs and continue to correct errors as much as possible, or look for a fundamentally new approach to organizing the warehouse.

When the solution turns out to be easier than it seemed

The management of "KultLab" realized: it cannot continue like this. Manual accounting, which used to somehow work for several stores, has now become a real nightmare for the entire network. Each new point of the franchise added headaches - paper invoices were lost, the remnants did not converge, and employees spent more time on recounts than on real work.

There were only two options: either the company is introducing a modern accounting system, or business growth will stop.

The solution was proposed by the specialists of the company "First BIT":

• Complete automation using mobile automation based on Warehouse 15 from Cloverens;
• Implementation of collection terminals data Urovo DT30 for operational work;
• Integration with the existing 1C without replacing the entire system.

Gradually, but confidently: stages of digital transformation

The first reaction of the warehouse employees was predictable: "Again these innovations!." People who worked with paper documents for years looked with distrust at mobile devices, which, according to integrators, also had to transmit data to 1C themselves.

However, the implementation process was surprisingly smooth and logical. It all started with the installation of the system, which took only one day - the specialists of the "First BIT" downloaded the necessary software, configured the server and connected the shipping documentation.

There were only three key phases of implementation:

1. Set up "Warehouse 15."
2. Train employees to work with data collection terminals;
3. Trial period for debugging processes.

First difficulties

Like any new process, automation was not without its failures. At first, storekeepers, out of habit, continued to duplicate accounting data in notebooks, not trusting the system. Later it turned out that some functions require additional configuration - for example, restricting the rights to edit documents.

But all these nuances were quickly decided:

• Technical support of the mobile software developer together with integrators promptly corrected the settings;
• KultLab employees received additional training;
• A week later, working with terminals became familiar.

The most amazing thing is that in a month no one could imagine how they used to work without this system.

When Investment Paid Off: Digital Accounting Transition Totals

Just thirty days after the introduction of the system, the KultLab warehouse was already in full order. Where endless recounts and nervous reconciliations reigned before, clear digital processes were now working. The management received the first reports - and the numbers spoke for themselves.

Key achievements:

• Inventory error decreased from 10-15% to a minimum of 0.2%;
• The time of acceptance of goods was reduced by 2.5 times - from 8 to 3 hours;
• The shipping process began to take not 5 hours, but the entire 1.5;
• The costs of paper media and their storage have completely disappeared;
• Overtime was reduced by 70%.

Automation breaks new ground

With the updated accounting system, KultLab was able to breathe freely for the first time in a long time. Now that the basic processes have been debugged, the network management is looking to the future with new ambitions.

Development plans:

• Equipping additional warehouses with Urovo DT30 terminals;
• Implementation of similar solutions for franchise outlets;
• Gradual automation of related business processes;
• A full-fledged transition to labeling dietary supplements without stress for employees.

The company notes: automation has become not just a solution to current problems, but an investment in future growth. Now you can know exactly which solutions will bring the maximum return, and not guess whether another accounting error is hidden behind the numbers.