Next-Gen Logistics, Forwarding innovation

CHALLENGE

Determined to take the lead in this digital transformation, a partnership with Sparklink was chosen. The goal? To create an innovative and leading logistic software solution that enables performance and relevance in a rapidly transforming sector.

SOLUTION

Taking the helm of the digital transformation

One of the crucial decisions the group had to make was choosing the technology with which to develop its own solutions. Instead of opting for an "off-the-shelf software package," the forwarding company, under the impulse of Sparklink, resolutely chose Salesforce's software development platform.

A platform that, in addition to a very extensive range of already developed features, also allows the addition of custom functionality. This can be done via both Low-Code and No-Code capabilities as well as through proprietary development for more complex applications.

In this way, they took complete control of their own digital transformation and were no longer dependent on the speed and willingness of the makers of package solutions to add new features and updates. One small step for man, one giant leap for the group!

CHALLENGE

One central solution for 8 companies, yet flexible

One of the first challenges the group wanted to tackle was the fragmentation of the software landscape within the group. With 8 companies, a centrally manageable system became increasingly necessary. At the same time, each business unit also has its specialization with corresponding unique software needs. A "Catch-22" situation that we at Sparklink knew how to handle.

SOLUTION

File management 2.0

We work from a central "master org" in which we develop general functionalities and distribute them to the separate Salesforce instances of each company within the group. In this way, we can develop universal functions centrally, while each business unit retains the possibility to add specific functions that are crucial for their operations.

The core of the forwarding application is file management. One place where all information about transport requests and orders comes together. Together with the forwarders, Sparklink has designed a modern interface that allows orders to be fully managed from a single screen. No more endless clicking around and a plethora of tabs on your screen..

The modern file management application supports the entire logistical flow, from quotation to invoicing. It makes smart suggestions, automates repetitive tasks, connects with other solutions, and thus significantly increases productivity and job satisfaction.

130,000 purchase invoices processed automatically

A forwarding party arranges all transport and the associated administrative obligations (declarations, documents, customs, certificates, etc.) for its clients, principals. For the transport itself, they rely on local transport companies and shipping companies (the owners of the ships). A forwarder receives more than 130,000 invoices/year in various formats and currencies.

The invoices are digitally processed using OCR software, and automatically linked to the appropriate files. Invoices that may be incorrect are flagged so they can be checked. Their follow-up is done with a task assignment flow within Salesforce. Subsequently, all approved invoices are also automatically recorded in the accounting package.

Auto billing sends sales invoices all by itself

Once all expected costs on a file are in, our solution automatically creates and sends the sales invoice, according to the prevailing price and contract agreements with the client. Sometimes all orders on one invoice, for other clients preferably one invoice per order, optionally with the detail of the order lines attached.

Less admin through smart connections

CHALLENGE

The core task of a forwarder is to arrange transport and the administration around it. To provide the forwarder with all the necessary tools to perform that task, a number of connections have been built within the forwarding application, which are used during the lifecycle of a file. The most important ones here are Shipping instructions and Customs.

SOLUTION

A Shipping instruction is an order to a shipping company, with information about a shipment. This includes information about who, what, where, and when a freight needs to be shipped. With this integration, it ensures that all data comes directly from the system, and is also linked back to it. There is additional validation present and clear status monitoring. No typos or incomplete data anymore.

The Customs integration is a way to send customs applications. Here, it is important to know where the goods are from, what the destination is, and what kind of goods are being transported. Depending on these details, different types of customs applications are needed. It must also be precisely described what the cargo exactly consists of, and who is responsible for the contents.. 

Here too, there is clear status monitoring available centrally in the file. In the development of this integration, a dynamic system has also been developed that allows validation, user interface, and pre-filled data to be set based on one central configuration. This framework now enables us to set up new integrations much faster, without compromising on the flexibility that is always necessary. For example, a postal service integration (On-Time and DHL) has also been built on the basis of this system.

Managing exchange rates without headaches

As an international company, you naturally come into contact with different currencies. The Forwarding application therefore also has extensive functionality to calculate exchange rates. First, a new rate can be retrieved periodically which serves as the basis for all currencies. Also, a rate can be set per carrier, route, and ship. This is done automatically with the help of the previously mentioned EDI API. A rate can also be entered at the file level, or a rate can be set for each separate calculation. A handy overview of all available exchange rates that are valid for it can be summoned within a file. In a file, exchange rates are needed to convert the calculated costs to the client's currency, to the central reporting currency (euro), and to the local reporting unit. This applies to both incoming costs and outgoing invoicing.

Document management in SharePoint and a smart template engine

Even though they prefer to send as few documents as possible and rather exchange information digitally, the rest of the logistics world must also keep up. And so we went for an integration with O365. All shipping documents such as consignment notes, invoices, customs documents, etc., automatically end up in the right folder in SharePoint.

In addition, we have made a template engine in Salesforce that makes the management and use of templates that can access all information from Salesforce possible for end-users.