I’m sure no one would disagree that entering data can be a long, tedious, and repetitive process that most people don’t enjoy. From order processing to demand forecasting, one simple error can throw the entire thing in turmoil. Even though automation is available, some logistic companies still depend on a team of people to enter the data into the forms, leading to errors and duplications at many points in the supply chain.
Freight forwarding software helps optimize overall transportation management beginning with data entry.
Manual data entry is a five-step process consisting of receiving the documents, understanding the meaning, preparing for data entry, entering the data, and checking for accuracy.
These steps are in some form of manual effort and can take hours, especially when dealing with a freight forwarding company because of the amount of paperwork involved. After doing this for a few hours, mistakes are bound to be made.
So, what are some common manual data entry issues in freight forwarding? The most common ones are inaccurate data being entered and the increased time and cost.
This article will outline common problems with manual data entry and how freight forwarding software can solve them. If you’re interested in streamlining this process, saving money, and preventing errors, continue reading below.
Billing Errors
When third-party billing information is entered manually, the chances of errors exist with every shipment. Sometimes, entering one number incorrectly can change the amount billed and who is billed. When processing a large number of invoices or orders manually, it can lead to lost invoices or customers being double billed. Any of these mistakes will not only delay receiving payment but may also make it more difficult to collect freight charges.
Investing in freight logistic software decreases the likelihood of these errors. Once the billing information is put into the system, it saves it, so you don’t have to worry about doing it each time. Companies no longer will have to worry about losing orders or manually because it will all automatically be in the system.
Time Consuming and Expensive
This slow and time-consuming process can take days to get through because you can’t expect staff to sit at their desk eight hours a day at a constant rate. In fact, according to current research, American adults can only focus between 10 to 20 minutes on a single task. Now imagine the employee who is putting essential data manually for your business for 6 to 8 hours a day. Even with breaks, the process is still draining.
Typically, professional data entry teams find that entering data by hand can take 10-15 minutes per document, and larger documents can take up to 60 minutes. With all of this time focused on data entry, there can be times you’re understaffed or running behind on other tasks. Using freight forwarding software doesn’t take employees away from other work and takes much less time than manual entry, plus it doesn’t need breaks.
Inaccurate Information
Billing is not the only area where errors can occur. Mistakes are bound to happen when you rely on your team to transfer data from one place to another. Some errors that can occur are inaccurate order quantities, mislabeled packages, inaccurate inventory numbers, and even budget flaws.
Freight forward software removes these risks because when the freight process is started, your company has access to information from the shipping docks to its arrival and when it’s delivered to consumers. The risk of inaccurate inventory counts is lowered, which helps keep employees honest. Packages will be sent to the right customers in proper quantities, which in turn improves customer satisfaction.
Staff Confusion
One worry some freight forwarding companies may have is transitioning from manual entry to automation. They worry that it will lead to staff confusion; however, all the paperwork for data entry can be more confusing. Entering accurate data from daily run sheets, paper-based invoices, and cash-on-delivery dockets requires training and reminders to adhere to workplace standards.
Staff can quickly be trained on using cloud-based freight forwarding software. Reducing all of the confusion that occurred before making the change. There’s no longer the need to deal with stacks of paperwork or spend hours dealing with all of the information.
Solutions for Freight Forwarders
The majority of organizations are aware that data is the most crucial aspect of their business strategy. Yet, a large portion of them still relies on manual data entry, which leads to many costly errors. Automated software reduces your company’s labor costs, moves goods faster, gives you real-time insights, improves accuracy, and improves communication across the board. So don’t wait any longer and make the switch today.
For a customized approach to managing your freight forwarding business, CSA Software has the solutions for growth and success. We offer a full suite of freight forwarding software advantages providing the tools and resources your freight business needs. Our products include freight forwarding solutions for domestic, international, warehousing, accounting and so much more. Call for a Free Demo today!