Optimised ordering process for global retailer’s store furnishings

For fashion retailers, store design and layout are perhaps just as important as the products they sell. Product displays and fixtures must be delivered to the right place at the right time. Our client, a major fashion chain, asked us to develop a Mendix application that manages the entire ordering process. We not only met their request but also optimised the process in SAP.

What was the challenge?

Non-trade items, essential for store operations but not for sale, include everything from hangers and displays to wrapping paper and bags. As for completely new stores, renovations or refits, this also includes cabinets, racks and point-of-sale systems. For their ordering process, our client — a global fashion retailer with outlets in 40 countries — needed to replace an application that was being phased out. We were tasked with developing a fresh application to replace the old one.

Our analysis swiftly revealed opportunities to optimise the entire process in SAP, enhancing control over planning and distribution. For a global chain with thousands of outlets, this represented a significant efficiency gain. However, the improvements had wide-ranging implications for multiple processes in SAP, extending beyond planning and distribution to encompass delivery and invoicing.

What solution did we deliver?

The new ordering process is almost fully automated. Customer data, available product groups, delivery location, invoice address and payment terms are all filled in automatically. User input is streamlined to just three simple steps. First, you enter the location of the store. In step two, the desired items and quantities are entered, with an Excel upload option for large orders. The third step allows for additional specifications and comments for non-standard orders.

The system provides real-time updates on stock availability and delivery timelines, ensuring an efficient ordering process and optimising distribution cost management. Upon completion of the three-step process and validation in SAP, the application shows the current status of the order. Users know exactly where they are in the process and can adjust it as needed.

Where did the complexity lie?

We developed a completely new frontend and backend. By automating the ordering process and simplifying it for users, we achieved a major improvement. Although this led to increased complexity in SAP, this was outweighed by the benefits of a robust, efficient and user-friendly solution that significantly streamlines the process.

We created at least 20 interfaces between the SAP-related process steps (such as planning, distribution, delivery and invoicing) and the Mendix application. The result is impressive: a fully integrated system that prioritises ease of use and provides real-time insight into the order status.

How did we make the difference?

Our extensive knowledge of SAP and retail was instrumental in the success of the project. Our prior experience with the client helped us to effectively translate its organisational needs into a solid Mendix application that adds tangible value.

The project’s success also hinged on our agile approach. We gained new insights throughout the entire project, not least into complex processes and the interfaces between the application and SAP. By maintaining flexibility and close collaboration with the client, we succeeded in creating a user-friendly application that significantly automates the ordering process, resulting in excellent efficiency gains and considerable cost savings for the client.