Pace Farm

Posted: 18.02.09  |  Created by: Do Something

At a glance

• Pace Farm is the largest egg producer/distributor in Australia, recognised for its consistent quality and freshness of product
• the manufacturing industry has almost the worst trade payment terms of any industry sector in Australia
• like other manufacturers, Pace Farm was losing profitability through lost proof of delivery dockets and delays in getting a copy of the signed documents to the client
• Pace Farm chose Redmap's Document Management solution for its large number of critical source documents to allow quick recall and checking, as well as email capabilities
• proof of deliveries are scanned upon receipt utilising CaptureEzy, instantly recalled by the invoice number within ManagePoint, and emailed to customers when required
• results have included a reduction in day's sales outstanding, a reduction in labour costs associated with collection, storage and retrieval of proof of delivery documents, and better value for shareholders.

Company profile

With 37 farms and approximately 500 employees, Pace Farm is the largest egg producer/distributor in Australia. Since 1968, Pace Farm has been "Serving the Enjoyable Egg" and is recognised for its consistent quality and freshness. High standards are maintained using advanced farming technology and farm management systems. Investment in innovation and exceeding international standards are primary drivers within Pace Farm.

Pace Farm has also long championed a humane approach to the production of eggs, launching such specialist brands as Liberty, Barn Laid, RSPCA and Eco Eggs (a 100% organic free-range product).

The challenge

Manufacturing has one of the worst trade payment terms in industry, averaging 60 days. Pace Farm was losing profitability through lost proof of delivery dockets and delays in getting a copy of the signed documents to its clients. To locate queried invoices, the accounts receivable department had to sort through the 16-18,000 paper based proof of delivery documents arriving each month. If a document was misfiled or lost, legally a client can withhold payment.

A system was needed that would:

• ensure proof of deliveries could not be misfiled or lost
• be instantly retrievable 
• be emailed to the customer to expedite payment.

'Paper-Less' strategy

Redmap was chosen to supply an effective system for Pace Farm's large number of critical source documents and to allow quick recall and checking, as well as email capabilities.

'Paper-Less' solution

Redmap's Document Management solution was installed in the Pace Farm accounts receivable division and was up and running immediately. The proof of deliveries are scanned upon receipt using CaptureEzy, and then recalled by invoice number within ManagePoint when they are required to be provided to customers.

Nearly 1,000 proof of deliveries need to be scanned every day. The proof of delivery documents are often damaged, ripped or stained due to the nature of the environment in which they are used. This can result in errors when scanning the information.

Pace Farms and Redmap customised CaptureEzy to validate those errors with minimum human intervention. A program checks information captured from the proof of delivery docket by pulling data from Pace Farms EMS system and validating it against the information in Redmap. This information is reconciled every evening.

Redmap allows the accounts receivable department to retrieve a proof of delivery document in an instant by entering the invoice number into the system. The document can then be emailed to the customer putting an end to drawn out queries.

'Paper-Less' results

Pace farms has been delighted with the Redmap solution:

• proof of delivery documents are instantly retrievable by the accounts receivable team
• labour costs associated with collection, storage and retrieval of proof of delivery documents have been reduced
• these efficiencies have allowed identification of other operational issues and procedural changes in relation to procuring signed proof of delivery documents
• cash resources are able to be to other uses, meaning lower costs and greater flexibility to invest in new opportunities and technologies
• better value is delivered to the shareholder
• the day's sales outstanding have been reduced.

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