Too much time spent tracking and updating Excel inventory

Client background‍

Client was from Procurement in a synthetic rubber company. His daily interaction with software tools include

1. MS Excel to track inventory and purchases.
2. MS Outlook to send emails to vendors and colleagues.

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Problems

Client spent too many hours on manual repetitive tasks in his inventory and purchase files.

1. Client had to constantly monitor inventory stock did not fall below the thresholds.
2. For the items that are in low stock / below the threshold, client had to manually check and confirm if they are critical (blanket) items.
3. Whenever a delivery is received, client had to send a notification email with the delivery details to Purchasing Officer.

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Solution

We implemented the following features in the files

1. A button feature
   
   1. On click, it will check if Balance Stock < Defined Threshold.
   2. If yes, check if there are blanket items detected.
   3. If blanket items are included, trigger a pop up to notify the client of the blanket items running low.
   4. Then, trigger a draft quotation email in Outlook with the respective item details pre-filled:
      
      1. Vendor email address
      2. Vendor name
      3. Part description
      4. Part number
      5. PO number
      6. Quantity (blank for client to update)
      7. Remarks (blank for client to update)
   5. Client will review the draft email.
   6. Client sends the email.
      ‍
2. A button feature
   
   1. On click, it will read all the Delivery Order details.
   2. Displays the DO number, Quantity and DO Date in a pop up list.
   3. Client selects a DO.
   4. Triggers a draft email in Outlook with the respective item details pre-filled
      
      1. Purchase officer email address
      2. Purchase officer name
      3. DO number
      4. Quantity
      5. DO date
         ‍
3. A button feature
   
   1. On click, it will check if Balance Stock < Defined Threshold.
   2. If yes, trigger a draft quotation email in Outlook with the respective item details pre-filled:
      
      1. Vendor email address
      2. Vendor name
      3. Part description
      4. Part number
      5. PO number
      6. Quantity (blank for client to update)
      7. Remarks (blank for client to update)
   3. Client will review the draft email.
   4. Client sends the email.

Outcome

Checking inventory stock and sending request quotation emails to vendors now takes seconds instead of hours.