is to compare the "old" method of doing things (manual, paper-based)
versus how to do the same work with
| Function |
Old Method |
With Cool Running Driver |
| Daily Route Information |
Drivers would be handed a handwritten or typed route sheet. They had no access to other routes for that day.
If a driver’s truck went down, the office would have to call the a different driver and tell them all the stops over the phone!
|
The driver has access to all of the routes for that day! All you route manager needs to do is say "change off of Route #1
and finish the last 5 stops of Route #2. That driver will not have enough ice."
|
| Customer Information |
Drivers had to look inside the three ring binder customer book and then transfer that information onto a two part and/or three part billing book.
Many times, the information was out of date or was missing.
|
The driver has access to all the customer information including delivery instructions, phone numbers, pricing
and even merchandiser maintenance and delivery information.
Furthermore, all of your customers will be up to date! No out of date information...it is updated with every sync of the handheld!
|
| Purchase History |
Customers would often ask, "What did I purchase last delivery?". Drivers would have to call the office for this information.
|
Drivers can not only tell the customer what they purchased on their last delivery, they can print off a report
showing them what they purchased in the last 90 days!
This report will also include when they received those deliveries, how full their ice chests were and who delivered the ice!
|
| Special Event Orders |
Drivers would leave the office with a special event sheet listing all the products needed for a special event,
Such as "Model 40 ice chest with 46 – 22 Pound Bags… with associated pricing and delivery fee."
The driver would then have to transfer all that information onto a bill.
|
all the special events are entered inside the Cool Running Manager. At the time of delivery,
all this information will "Pop Up" and then fill in the handheld to make a bill quickly and without error.
Furthermore, the driver will have all the contact information!
|
| Customer Pricing |
Drivers would either have to look inside the customer book or call the office for pricing.
Many times, drivers were putting in the wrong prices and wasting valuable time.
|
All the pricing information comes directly from the Cool Running Manager. The driver does not have to
think about pricing, the system will default all the correct prices and thus cut down on billing errors.
In fact, the drivers of Olmsted Ice don’t even remember what the prices are for our customers anymore!
|
| Purchase Order Numbers |
We would require drivers to enter PO numbers on their bills. As you can guess, drivers often forgot to enter the
number and thus held up payment!
|
The purchase order number is entered into Cool Running Manager. This purchase
order number will display on the bill each and every time your driver delivers to that customer!
Furthermore, this number will display on al QuickBooks invoices!
|
| Calculating Bills |
Drivers walked around with calculators and/or scratch pads to figure out their bills.
All the bills are correct each and every time. The system will not only calculate the price of the ice,
it will also charge the correct sales tax for all taxable items.
Drivers will never need a calculator again and your customers will feel secure that the bills are correct.
|
We can now use all the data that has been collected in the Cool Running Manager to
create many different reports and graphs to help with daily operations.
New reports are added every season.
|
| Merchandiser Information |
We used to have the drivers write a simple fraction or percentage at the to off the bill to let the office
know how full the ice chest on that location was. Many times, drivers forgot to put it on the bill!
|
Mmerchandiser maintenance comes up for each customer. Drivers are forced to enter that information! Furthermore, they are
required to put in rotation direction, defrosting information, condenser cleaning and special notes about that ice chest.
|
| Signature Capture |
Customers would sign the delivery tickets. However, drivers would often lose the bill.
|
Aall the signatures are stored in the handheld and thus synced into Cool Running Manager.
Whenever a customer calls for a copy of a signed delivery receipt, your office personal will be able to print
the receipt within seconds.
No more fumbling through old files to find the actual deliver ticket!
|
| Billing Information |
Drivers would have to look up to see how the customer paid for the ice…, COD, Terms 30 Days, Cash Only, etc.
|
The billing information transfers from the Cool Running Manager. They don’t even have
to look to see how a customer is billed… the handheld will do that for them.
Furthermore, if a customer is Cash Only, the handheld will not accept anything but a cash payment!
|
| Notes Back to Office |
Drivers would write notes for the office onto their daily route sheet. Many times, drivers would get back to their
truck and forget to put down the note. Furthermore, the office would often not see the note from the driver.
|
The driver is able to type in a note for the office at the time of delivery! Rather than wait until they are back in the truck,
they can type the note in when they are at the delivery location!
This note will print onto their daily reconciliation report and be very visible for your office personnel.
|