“We were able to streamline the handling of our shipping documents significantly”
Peter Justesen delivers +8000 different products to +160 countries. This places high demands on their shipping documents – demands that require many customizations to standard, which is costly in terms of time and resources. Tabellae has helped automate the management of their shipping documents.
About Peter Justesen
Peter Justesen Company A/S is a worldwide distributor of Duty
Free quality goods for diplomats, embassies, consulates, UN and international organizations as well as foreigners and others who enjoy duty-free privileges. The company has regular transportation arrangements to +160 countries for their product range of more than 8000 items.
The company’s ERP system is Microsoft Dynamics AX2012.
Shipping documents require detailed data
Peter Justesen has a warehouse in Poland, and the Polish customs authorities have many requirements for receiving files and specifications about each individual item: “The customs code, customs group and special commodity master data must be specified. For example, we deal in alcohol and tobacco, where the alcohol percentage, degree of plato beer, net weight, cross weight and number of grams of tobacco in the cigarettes must be stated.
This is very detailed product master data that needs to be provided every single time we send an order out of Poland. If your packing lists do not comply with Polish customs requirements, the authorities will demand more checks, which affects shipping time,” says Supply Chain Manager, Kim Jønsson.
Standard ERP requires manual work
It’s a heavy manual process to deliver this data to your trading partners who do the registration for customs. With standard ERP, a lot of Excel sheets are created where data is extracted from the ERP system and reformatted in Excel as a packing list. From here, you can create an XML file via Excel that matches the packing list sent to customs. “This was not a sustainable solution. We have large deliveries with, for example, 50 orders and thousands of order lines. Excel can do a lot, but it also falls short – it is not 100% stable due to the amount of formulas and variables. It is very heavy to work with, while the many macros mean that the person creating the packing lists and XML files is locked for 30 minutes because the macros are running. This could not be automated by default and was a very expensive process.”
“With Tabellae’s solution, we have reduced our daily handling time for creating packing slips by over 75%”
Kim Jønsson, Supply Chain Manager, Peter Justesen Company A/S
- Better and easier document management
- Greater security
- Minimized error rate
- Shorter handling time
- Great collaboration with Tabellae
Tabellae’s Excel module provides greater security
With Tabellae’s Excel module, Peter Justesen was able to create the shipping documents automatically by retrieving data directly from the ERP system
in real-time – and it provides much greater security as the data is 100% accurate. It also means that customs officers can plot the data on the packing list directly into their system, resulting in a shorter handling time.
Minimized error rate
In addition, Tabellae developed a button in the ERP system that, depending on the destination, creates an Excel packing list and an XML file that always matches
each other because data is taken directly from the ERP system in the snapshot. This avoids errors in Excel sheets and sheet naming, and you can pull out a packing list that is 3 months old without any errors.
It also means that the error rate drops significantly because you don’t have to rely on it:
- a customer service representative needs to update inventory if parts of an order are canceled
- there will be discrepancies if an employee changes something in a column.
With Tabellae’s button, the packing list and XML file are instantly live and can be sent directly to customs. Without the button, you would have to pull data out of your Data Warehouse with the risk of a delay of, for example, 6 hours if your setup is with updates every 6 hours.
Shorter handling time
“The button reduces handling time in the shipping department. We have reduced our daily processing time for creating packing slips by over 75%. You can run it as batch jobs, and then just select the destinations you want paper for, press the button – and they are generated,” concludes Kim Jønsson.