ARAS Tiernahrung

Integrate webshop with an inventory management system

Challenge

  • Highly successful webshop not integrated with inventory management system.
  • 4+ hours / week manual effort to enter orders into the inventory management system.
  • Manual rounding led to differences in prices between different systems, causing problems.
  • Only one person knew the process - orders not processed during holidays and sick leave.
  • A lot of manual work keeping us away from focusing on important elements to increase revenue and profit.

Solution

  • Integration of webshop and inventory management system via Cloudomation.
  • 2 days of effort to set up the integration.

Result

  • New orders are processed fully automatically.
  • 4+ hours per week time saved.
  • Prices are synchronised exactly. No more rounding differences.
  • Orders are processed independently of employees, also on weekends, holidays, and during the night.
  • Employees are freed up for customer care and more high-value tasks.
  • Webshop is now ready to grow even further. More orders can be processed quickly and easily.
  • We defined a plan to spend more time on customer facing improvements with the ultimate goal to increase customer loyalty and revenue.
  • Extension of integration possible to connect more systems, e.g. accounting.

What was Automated?

Automated order processing from Magento to the merchandise management system

Order data is retrieved every 30 minutes via the Magento REST API and transferred to the local ERP system (ERP) by the Cloudomation satellite. If the ERP computer shuts down, Cloudomation continues processing seamlessly after the restart. Customer data is synchronised with inventory data and classified. Telephone numbers are converted to the E.164 standard. New customers and orders are created in the ERP system, invoices and delivery notes are created. The final steps, packaging and dispatch, are carried out manually.

All the Details About the Automation
  1. Order information is requrested from SaaS webshop system (Magento) via REST API.
    • Product information: ID, amount, discount codes. 
    • Customer information: name, delivery address, invoice address, phone number, email address.
  2. New orders are requested every 30 minutes.
  3. Order information is transferred to the on-premise inventory management system (MS SQL) via the Cloudomation satellite.
  4. When the on-premise system is shut down or rebooted, the satellite automatically reconnects. Order processing continues at exactly the point of interruption. Double processing of orders or lost orders are impossible.
  5. Customer information is cross-checked with existing customers and classified: new or existing customer.
  6. Data wrangling to ensure correct processing:
    • All phone numbers are converted to the E.164 standard. Any international phone number can be processed.
    • Anomaly detection logic for intelligent mapping of existing customers:
      • Same customer name, but different phone number – assume phone number changed.
      • Same name, different delivery address – assume moved.
      • Same name and both different address and phone number – assume different person with same name.
  7. New customers are created in the inventory management system. 
  8. Order is created in the inventory management system. Invoice and delivery slip are created.
  9. Packaging and shippping are the only manual steps left in the process.

How did we Develop the Automation?

A Cloudomation automation expert conducted an in-depth requirements analysis with Aras employees who are responsible for the order process. This was followed by a technical audit in coordination with external IT service providers: the webshop hosting provider, as well as the inventory managemet system development company. The integration was developed by Cloudomation in close coordination with Aras. During a six week trial period Aras was able to fully test the process. Minor adaptations were done to ensure every possible scenario is covered. After go-live of the process, we continue to support Aras in the use of the process and work with them to extend it further. 

What are the Next Steps?

  • Extend the process to automatically print delivery slip and invoice on the warehouse printer so that the warehouse has a physical “to-do” package of delivery slips.
  • Add automatical send-out of dispatch notice and invoice to customers after package has been handed over to logistics partner.
  • Automatic forwarding of invoice information to accountant’s software.
  • Automatic send-out of vouchers and other loyalty program items to customers two weeks after their last purchase.

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