Vendor and Deal Management System Implementation for Met Asia Group
Overview
Met Asia Group, a global leader in scrap supplying and trading, specializes in Ferrous and Non-Ferrous Metal scrap, Ingots, Billets, and Waste Paper. With over a decade of experience, Met Asia Group has built strong relationships with traders and yards across the world. As the company expanded, it faced challenges in managing and tracking vendor data, deal inquiries, and shipment statuses. To address these challenges, Met Asia Group implemented a comprehensive Vendor and Deal Management System using Zoho Creator, centralizing data, automating workflows, and improving operational efficiency.
Key Takeaways:
- Centralized vendor and deal management with Zoho Creator.
- Automated workflows for KYC collection, deal creation, and shipment tracking.
- Real-time insights and customized reporting tools for better decision-making and coordination.
Executive Summary
Met Asia Group operates globally, dealing with Ferrous and Non-Ferrous Metal scrap, Ingots, Billets, and Waste Paper. With a growing client base and an increasing number of vendors and deals, managing KYC details, deal inquiries, and shipment statuses became a significant challenge. The company relied on outdated manual methods that led to inefficiencies and errors. To overcome these hurdles, Met Asia Group worked with Xponential Digital to design and implement a custom Vendor and Deal Management System using Zoho Creator. The system streamlined operations, improved vendor relationships, and provided real-time data and insights for better decision-making.
Problem Statement and Key Challenges
Met Asia Group faced several key challenges in its operations:
- Manual Tracking: Vendor data, deal inquiries, and shipment details were manually recorded, leading to errors and inefficiencies.
- KYC Management: Collecting and storing KYC details for buyers and sellers was a cumbersome process without a centralized system.
- Delayed Deal Processing: Deal inquiries from existing customers were manually managed, leading to delays in processing and tracking.
- Lack of Shipment Visibility: Shipment details were scattered across systems and spreadsheets, making it difficult to track and monitor shipments effectively.
- Poor Coordination: Different teams (sales, procurement, and logistics) worked in silos, leading to poor communication and delays in order processing.
Problem Statement and Key Challenges
Met Asia Group faced several key challenges in its operations:
- Manual Tracking: Vendor data, deal inquiries, and shipment details were manually recorded, leading to errors and inefficiencies.
- KYC Management: Collecting and storing KYC details for buyers and sellers was a cumbersome process without a centralized system.
- Delayed Deal Processing: Deal inquiries from existing customers were manually managed, leading to delays in processing and tracking.
- Lack of Shipment Visibility: Shipment details were scattered across systems and spreadsheets, making it difficult to track and monitor shipments effectively.
- Poor Coordination: Different teams (sales, procurement, and logistics) worked in silos, leading to poor communication and delays in order processing.
Evaluation of the Problem
Xponential Digital conducted a thorough evaluation of Met Asia Group’s operational challenges, highlighting the following issues:
- Data Fragmentation: Data on vendors, deals, and shipments was scattered across different systems and spreadsheets, making it difficult to track and manage efficiently.
- Manual Processes: Key processes such as KYC collection, deal creation, and shipment tracking were manual and prone to delays and errors.
- Lack of Integration: Teams used different systems for various processes, which resulted in poor coordination and communication.
- Limited Visibility: Without a centralized platform, there was no real-time visibility into deal statuses, KYC details, or shipment updates.
Proposed Solution
Setup and Configuration
To address Met Asia Group’s challenges, Xponential Digital implemented a custom solution using Zoho Creator. The system was configured to:
- Centralized KYC Management: A form was created in Zoho Creator to collect and store KYC details of buyers and sellers whenever a contact or account is created.
- Lead and Deal Management: A "Add Deal" button was added to Zoho CRM to allow users to seamlessly create deals. Upon clicking the button, a form opens in Zoho Creator to capture the deal details, which are then stored and managed in Zoho Creator.
- Shipment Tracking: A form was developed in Zoho Creator to track shipment details for each deal, ensuring that all relevant information is stored in one place.
Workflow Automation
Zoho Creator’s automation tools were used to streamline key workflows:
- KYC Collection: Automatically triggered when a contact or account is created, the system sends the KYC form to the buyer or seller to collect their details.
- Deal Creation: The "Add Deal" button in Zoho CRM triggers a form in Zoho Creator, where details are captured, and the deal is saved in the system.
- Shipment Tracking: Once a deal is finalized, the shipment details are entered through a form in Zoho Creator, and any updates are automatically reflected in the system.
Dashboard Design
A customized dashboard was designed to provide real-time insights into KYC status, deals, and shipments:
- Real-Time Tracking: Dashboards display live data on KYC completions, deal statuses, and shipment details.
- Customizable Views: Dashboards were tailored to different teams, ensuring that sales, procurement, and logistics teams could access the data most relevant to their roles.
Reporting Tools
Custom reporting tools were implemented to provide actionable insights:
- On-Demand Reports: Managers can generate reports on KYC status, deal progress, and shipment status to stay informed about operations.
- Scheduled Reports: Automated reports ensure teams are updated regularly on key metrics such as deal progress, KYC completion, and shipment timelines.
Data Migration
All legacy data was migrated into Zoho Creator, ensuring:
- Accurate Data Transfer: Data from spreadsheets and other legacy systems were transferred accurately and validated for consistency.
- Centralized Data Management: All information on KYC details, deals, and shipments is now managed in one centralized system.
Implementation
The system was developed and implemented in four phases:
- Planning and Design: Gathering requirements from Met Asia Group to design a solution that meets their needs.
- Development: Customizing Zoho Creator to automate workflows for KYC collection, deal management, and shipment tracking.
- Testing and Feedback: Thorough testing ensured that the system functioned smoothly, with feedback incorporated to refine the solution.
- Rollout: Deployment of the system across all relevant teams.
- Training Sessions: Interactive training was conducted for all users to familiarize them with the new system.
- User Guides: Comprehensive user guides and quick-reference materials were provided to assist in day-to-day operations.
- Post-Deployment Support: Ongoing support was provided to refine the system and address any emerging needs.
- Customization: The system was further customized based on feedback and specific requirements from different teams.
Results
- Operational Efficiency: Automation of KYC collection, deal creation, and shipment tracking reduced manual efforts and improved accuracy.
- Improved Deal Management: The centralized deal management system streamlined the process, ensuring timely tracking and updates.
- Better Vendor and Customer Relationships: Real-time visibility into deal progress and shipment status improved communication with vendors and clients.
- Enhanced Collaboration: The system improved coordination between sales, procurement, and logistics teams, resulting in faster decision-making.
- Scalability: The system is scalable, allowing Met Asia Group to easily accommodate future growth in clients and operations.
Client Testimonial
“Working with Xponential Digital to implement Zoho Creator has streamlined our KYC collection, deal management, and shipment tracking. The system’s ability to automate processes, centralize data, and provide real-time insights has significantly improved our operational efficiency. This solution has helped us manage and scale our operations more effectively, while maintaining strong relationships with our global vendors and customers.”
