Automating logistics Spreadsheets in Transport Management

Replace Ms Excel, and how about automating logistics spreadsheets? Transport management in Excel !! Trust me, we all love to replace MS Excel, don’t we? The tool has been of some use for all of us at some point in our careers. Although I have never used Excel to its full potential (Does anybody know its full potential, perhaps not), it has done the job for us most of the time. 

We have been providing logistics software solutions to the industry for close to 30 years now. Moving from Excel to Logistics Software eliminates manual data entry errors, enables real-time IoT tracking, and provides a scalable database that spreadsheets cannot match. Transitioning to a dedicated TMS/WMS ensures 99% data accuracy and improved operational speed

We have seen the initial apprehension towards using a computer, the Y2K boom, the introduction of financial computation software, and then the emergence of a centralized Freight logistics software solution. Most of the logistics companies that approach us to want to upgrade from a spreadsheet-based system and replace MS Excel with a small business logistics software solution. It may sound strange in 2019, but it is a fact.

Well as they say everything has a shelf life. Unfortunately, there is a limit to how we can use Microsoft Excel or such spreadsheet tools for business purposes. It just doesn’t align with your company’s growth, nor does it make the operations easier for your staff, rather than managing transport software in excel

Stop Managing via Spreadsheets: Why Your Logistics Business Needs an Upgrade from Excel

One of the major failures of Excel or any spreadsheet tool is its inability to reconcile multiple versions and prevent manual errors. There are lots of versions involved, and each employee can upload their version and replace the existing one.  The system can’t tell which one is, and as a result, collaboration becomes in jeopardy. Moreover, it is difficult to detect fraud or data manipulation in such cases. Companies find it difficult to manage their budget, logistics operations, future plans, and forecasts through such tools. 

Hence, most of them are moving to specialised software. According to a CNBC survey, it is estimated that close to 90% of the spreadsheets used by large companies have errors, and almost half have material defects. Yes, Excel does have formulas, but is it really user-friendly and accurate? Moreover, it is difficult to manage all the important entities in one sheet. If there are multiple sheets involved, there are chances of important data being missed. 

The users would also be devoid of any important alert notifications under their logistics operations, such as order approval, transit delays, clearance document delays, etc.  Upgrade from transport management in Excel to a cloud-based TMS software.

The need for Logistics software solutions to replace MS Excel

Let’s now see how the scenario affects inside logistics, transportation, and warehousing companies. With a large sum of money at stake, any errors, be it medium or critical is crucial to the logistics and transportation industry. It is a highly competitive market, and any bad feedback means a huge loss to the business and a dent in reputation.

It is high time you replace MS Excel for executing your daily logistics operations. You have trucks going multiple routes through many countries. You have complex cargo to handle, have to satisfy your clients, manage your staff, track your inventory, and prepare all reports, well… that’s a lot of work, a poor spreadsheet cannot handle. In one of our earlier blogs, we had talked about how a robust logistics ERP software is important in day to day operations of a logistics company. In simple words, if you replace MS Excel with logistics management software, it makes your office life a lot easier and swifter.

Managing quotations, orders & operations in transport management

Usually, in an order quotation and entry, you may want to enter numerous things related to the same. There is a limitation on the number of columns you can manage in an Excel sheet. Especially when there are a lot of sub-scenarios attached. Your client wants to transfer a cold-chain item through one of your reefer containers, and then one must consider an additional amount associated with it. 

Like the fuel needed for the generator, temperature/humidity monitoring systems, etc. All these extra costs cannot be mapped easily if you are using a spreadsheet like Excel. Using a dedicated operational module in ERP, you can easily attach these additional costs to the main order.

Let me explain another scenario: your truck has loaded off at the preset destination and has to do an empty leg return. Suddenly, one of your marketing team members finds out about a load from a place not far away from the current location of the truck. Now, it would be pretty difficult to coordinate everything in a single sheet; you have to assign an empty leg, inform the driver to pick up the load, register it in your system and then calculate the costs. The need for a system that provides overall operational control is an absolute necessity here.  

Moving from Excel to Logistics Software

As your company grows, so should your software. There is a limit to what spreadsheets can manage, and it would not be a good practice if you still use the same to manage your operations.

So if you are a company that wants to upgrade from the age-old spreadsheet-based transport management in Excel,  with a robust Freight forwarding software solution, do write to us.