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20 must haves! This is how the ERP system becomes a game changer in your direct marketing!
Sebastian Terlunen
As direct marketer When it comes to food, you have to carry out many steps and also comply with some regulations. Regardless of whether in the case of agricultural direct marketing for milk-, cheese, yogurt, meats, potatoes, eggs and poultry, at your butcher shop, or bakery, with your Bread delivery service, with the delivery service for drinks or with your fruit and vegetable trade. It is important that you digitally link your processes, from purchasing to sales. This is the only way you can work efficiently and effectively and take all regulations into account in everyday processes.
Appropriate software will help you digitally support your work steps. Usually ERP system or called ERP software. In this article, you will find out the advantages of such ERP software and which functions the software should include.
A ERP system is sometimes referred to as the “central nervous system of a company.” Because with it, you can not only control the work steps in your company, but also significantly simplify them. A variety of your operational data and work steps can be summarized in a database and managed and analyzed from there. In this way, you can reconcile all work steps that take place in your company.
The ERP software controls and controls all of your operational processes — from the supplier to the customer. Yours operational resources Such as production materials, working hours or capital can therefore be used significantly better, more resource-saving, more efficiently and in a more profitable way.
One major advantage of an ERP solution: All your data is stored in a central location. This allows you to retrieve the data at any time without having to switch between different programs. The data is also always up to date and you avoid redundant storage of data.
In addition, a modern ERP solution offers improved security and more Data protection, a wide range of functions and more planning options for your company. But above all, it strengthens continuity and Resilience of your company and business processes through insights/insights that help you innovate quickly today to prepare your direct marketing for tomorrow.
A few years ago, a possible sales channel, a MUST-HAVE today. The online shop in your direct marketing. It is therefore all the more important that the web shop is perfect for your customers to use and is fully integrated into your work processes. What is the point if you receive every order by email and then have to laboriously copy it or even worse type it out.
Conversely, product availability and changes to product master data (e.g. descriptions, prices, new products) must be visible in real time in the online shop. Otherwise, there is a risk of selling products at incorrect prices or incorrect assumptions.
Or even worse: You sell products in the online shop, but you don't even have them in stock anymore. The result: short selling. In the worst case scenario, you could face compensation.
Almost every direct marketer starts with classic sales on their farm, usually in a classic Farm shop. The basic requirement for a professional farm shop is a decent cash register system. Not just from the point of view of legislators.
It is very important with a cash register system that it legally compliant and also meets the requirements for your direct marketing. For example, in a cash register system for direct marketing, a fully integrated scale is just as important as a connection to your ERP system.
It is best to use the ERP system in real time be connected to the cash register system. This allows you to accept orders via other sales channels (e.g. pre-order via telephone or online shop) and coordinate, document and bill the output via the cash register system. The connection to the ERP system also allows precise evaluations and the easy replacement of product- and Customer master data.
Order by fax or telephone? In this day and age? Where everything digitally is? Yes! Especially yours B2B customers Would you like to order this option in old-school style. All the more important that you can digitally enter orders super quickly for the respective customer in your ERP system. This is where the litter separates from the wheat. With a suitable ERP system, order entry must be absolutely easy and quick.
that ultimate quality feature for a sophisticated ERP software: Deposit is automatically taken into account. Only a few software solutions can do that!
A sales channel that is becoming increasingly important. marketing platforms. Providers such as Weekly market24, Fresh mail, Markschwärmer or Radimundi are trending. So why not use the trend for yourself and sell your products this way too. It is clear that orders from such sales platforms must be processed. Extremely complex and therefore entrepreneurially fatal without digital support. So it makes the most sense if your ERP software is a digital bridge (technical term: interface/API) to the marketing platforms. All orders from the platform or platforms are then automatically digitally recorded in your system, i.e. channeled. This means that you don't have any significant additional administrative work in the office.
A fundamental aspect first: In regional direct marketing, there is no one sales channel that works for all customers. And there is also no single delivery route that your customers want. True to the motto: Every Jeck It's different!
In the end, this means that every delivery route should be possible for every sales channel and be digitally supported by your ERP system (Multi-channel marketing). For example, it should be possible for a customer in the online shop to have their ordering paid and picked up by yourself at a Pick-up station gives up. Or that a major customer orders by fax and then the goods supplied gets.
The classic: The customer picks up their order in person. Usually at your store. An increasing trend: Picking up at a pick-up point. Here, the pick-up point can either be another shop with which you cooperate. Or even a pick-up box in a so-called Food-Locker. For example from SESAME or Locktec.
It is therefore extremely useful if your ERP system suggests the available pick-up locations and times to the customer when ordering. And then take into account the desired pick-up location and the desired pick-up time in all downstream work steps.
The dispatch of orders via DHL, UPS, DPD, FedEx or hermes. Certainly not useful for all foods. Sealed products that are shock-resistant and offer a high selling price in relation to weight are best. Meat or canned goods, for example. Not eggs, fruit, vegetables or milk. Sealed and, if necessary, refrigerated, sending mail is then no problem.
In any case, your ERP system should offer you the option of choosing the shipping method Mailing and to support you in the necessary work steps. Keyword packing process, shippinglabel printing, shipment tracking, etc.
Especially when bulk buyer are your customers or you are your retail banking If you want to expand, the delivery method delivery is decisive. It usually makes the most sense if you take care of the delivery yourself.
On the one hand, because an existing delivery vehicle can often be used to better capacity. On the other hand, because you can also maintain personal contact with your customers during delivery. A not to be underestimated marketing aspect!
Decisive when it comes to delivery: customers in optimal order deliver. watchword Route planning. Otherwise, delivery quickly becomes a time and cost trap. It is therefore important that your ERP solution manages your tours for you.
Both Route planning It should be possible for one or more vehicles, as well as tour accompaniment. Speak packing lists, Delivery notes and timetables Drivers should be able to be digitally available and managed in the ERP system.
Delivery with your own vehicle is generally the first choice. However, it may be useful for a service provider to deliver your regional groceries. Useful to cover peak loads or because the service provider is cheaper or more suitable. For example, cargo bike couriers in inner-city areas. To ensure that cooperation with a logistics service provider runs smoothly, your ERP system should have the appropriate orders Preferably the logistics service provider digitally and automatically provide. Otherwise, there is a risk of high administrative costs.
The foundation of your direct marketing: Your products and your customers, which can come in a wide variety of compositions. Yours master data.
Products are usually produced in different packaging units sold. Mal ohne pawn, sometimes with a deposit. Depending on the product, it may also be in different transport containers. The best example: drinks. A drink, for example, can be purchased in a single 0.5 liter or 1 liter deposit bottle. Summarized in boxes of 12 or 24 or even as an entire euro pallet.
Also common: A customer is not always a customer. A distinction between private- and business customer as a respective customer group is normal. Each customer group receives products at different prices. In addition, only certain customer groups may only be allowed to buy some of your products. Classic case: Only business customers may buy large containers.
However, it is often necessary to further differentiate your customers. For example, there are different customer groups among business customers. LEH, caterers, daycare centers, schools, or other resellers. Each customer group usually receives different sales prices.
The digital image of your products and customers in software is called Master date. The basic requirement of ERP software is that your products and customers can be digitally represented in all combinations.
In the food industry, it is of great importance the availability of your stocks to be able to view transparently. With the right ERP system, you will receive precise information about your inventory levels and thus the availability of your goods at any time. In addition, specific customer requirements can be taken into account with the system.
When marketing food, it is crucial that Best before date to be able to manage. It is important that you can understand the ingredients used and that Batch management remains clear.
An ERP system allows you to manage the best-before dates of products and product batches. You can also store products with the FEFO Manage (first expired first out) departure method. This way, you always have an overview of your products.
Is an integrated scanner solution included, you can easily register when and how items were packaged, for example. This is how you can check the current status and order of Commissioning processes track. This helps you in particular, your processes to monitor and improve.
As direct marketer You sell your own products, of course. But why not also offer products from other direct marketers? A higher product selection usually means a fuller cart, more turnover and ultimately a higher profit.
The purchase from other direct marketers or suppliers Of course, this also means organizational effort. It therefore makes sense that much of the organizational effort is supported by your ERP system. The most important starting point: All suppliers should provide their respective products and purchase prices can be stored in the ERP software.
Another must for a smooth working day: The orders from your suppliers (replacements) should also be supported by your ERP system. For example, every supplier should receive a list at specified times of which products should be made available in which quantities and when. It is best to automatically send the reorders to your suppliers. This saves you valuable time every day.
If you are still flexible evaluations If you can raise over your suppliers in your ERP system, then the software is perfect. Important for reckoning For example, between you and your suppliers is evaluationWhich products you received from your suppliers in which quantities for a specific period of time and at what price.
A large part of your daily office work in direct marketing: The writing and Sending of delivery notes and invoices.
When creating, it is already challenging to correctly record the delivered quantities per order, the returned returns, the negotiated selling price and the agreed payment term per customer. It becomes even more labor-intensive when creating them if your customers have different wishes for the delivery notes and invoices provided: It is relatively simple to wish that the Billing address from the Delivery address deviates. It gets more difficult if you don't write an invoice for every order, but combine several orders into one invoice (Collective invoice). Then you always have to keep an eye on which order an invoice has been written for. And it gets even more difficult when your customers want more information. For example, a Eco-inspection body number, one GLN number or separate Item numbers.
What you also need to know when creating an invoice for each customer: Which Payment method Did you make out with him? SEPA direct debit, PayPal, prepayment, cash payment, purchase on account, or or.
And when sending delivery notes and invoices? Here, too, it quickly becomes complex and time-consuming. Some customers still want to receive everything printed out upon delivery, others by post and still others just want delivery notes and invoices by email.
It is therefore important that your ERP system actively supports you in writing and sending delivery notes and invoices on a daily basis. All aspects described should best be possible with your ERP system.
Also an important but time-consuming part of your office work. The reconciliation of your account receipts with outstanding invoice amounts. Here, too, it is super helpful if your ERP software helps you with this time-consuming task or, in the best case, an automatic Account reconciliation offers. Here, you should make sure that features for managing Split bookings, Skonti and partial transfers are offered by the ERP solution. Managing accounts is just as time-consuming as account reconciliation reminders. Customers usually have different payment terms, which should be kept in mind. If the payment deadline is exceeded, reminders must be made. One or more, depending on how long the customer does not pay their outstanding payments. The best way for your ERP software to support you is with a digital dunningto issue and manage reminders on time.
A very important but sometimes annoying part of your office work: The Sales tax return or the Financial statements. For this, the preparation of your company data is essential. A good ERP solution also provides you with comprehensive support for this office work. watchword DATEV export. This allows you to export all relevant company data (accounts, receipts, etc.) and send it to your tax advisor or your Financial tool make available digitally.
Do you want to make decisions not just based on gut feeling but based on facts? Then it is essential that you have a full overview of all operating figures. It is important that you can clearly understand each number. Flexible and transparent evaluations are a must for this.
A good ERP solution helps you to keep a full overview. You must be able to increase sales and sales figures for different products, customers and sales channels over flexible periods of time.
It is best if the ERP system then offers you the option of exporting all evaluations. This gives you maximum flexibility when it comes to evaluations. This is the only way you can generate the key figures you need to successfully and sustainably manage your company.
Nothing stops for the perpetuity. This also applies to your direct marketing and therefore also to an ERP solution. It is therefore fundamentally important that the software provider regularly maintains and further develops its software solution.
It is also important that maintenance and further developments are easily available to you. Keyword: software update. With older software solutions, the provider must laboriously gain access to the respective installations in the field, which usually requires an interruption of your work. For example, via remote maintenance.
Innovative ERP providers On the other hand, update their software solutions in the background without interrupting your work. In-flight maintenance. Made possible by SaaS- or Cloud-Solutions.
Even the best ERP software stands or falls with a fast and competent Support! Do you need help is the worst thing when the Support is not reachable.
It's also very annoying when you end up in an endless queue for a support case, which then costs per minute. And when you reach out to someone, you'll be fobbed off with standard answers. Keyword: “Have you ever pressed the off button? ”
It is therefore recommended to use ERP software that clearly regulates in which period and under which conditions in Support case Help is to be expected.
The blog post has shown that suitable ERP software is a prerequisite for professional direct marketing. Then the ERP software becomes a game changer for you, with which you can build up a sustainable mainstay. Regardless of whether in the case of agricultural direct marketing for milk-, cheese, yogurt, meats, potatoes, eggs and poultry, at your butcher or bakery, at your Bread delivery service, with the delivery service for drinks or with your fruit and vegetable trade.
With the right functions on board, an ERP system is the booster for your direct marketing. You can do super much working time Save money at the office and more customers Reach out through your sales channels. The result: less work, lower costs and more turnover!
Now all that's left is decisive question: Where is the right ERP solution? The obvious answer: With FrachtPilot!
FrachtPilot includes all described requirements and can do even more. If you want to make your business more efficient, then FrachtPilot is the right choice for you.
FrachtPilot supports you with all sales channels and work steps involved in your regional direct marketing. With FrachtPilot, you can get started right away. As innovative software Do we particularly value a simple and efficient operation laid. All of your Work steps are digitally supported. Regardless of whether orders are placed via webshop / mobile app, inventory management, Route planning, Farm shop with pick up, Parcel delivery, renditions or reckoning.
