Case Study: National Kyocera Office Equipment Provider

Enhancing Operational Efficiency for a National Kyocera Office Equipment Provider

    • Industry: Office Equipment

    • Location: South Africa

    • Previous System: Sage Pastel Evolution Service Manager

    • New System: CO3 Nucleus Service

    • Implementation Date: February 2021

Automating Integration Between Service Management and Accounting Systems

Challenge:
The client relied on a semi-manual process to transfer transaction data from their ERP Service Management system to their accounting system, Sage Pastel Evolution. This resulted in inefficiencies and a high risk of human error.

Solution:
CO3 Nucleus Service offered seamless, out-of-the-box integration with Sage Pastel Evolution and CO3 Nucleus Accounts. Activating this module streamlined the entire process.

Key Outcome

With the integration fully automated, the client experienced a drastic reduction in manual data entry errors. This reassurance in the accuracy of financial transactions instilled a sense of confidence in the CO3 Nucleus Service, significantly enhancing operational efficiency.

Gaining Control Over Service Profitability Per Device or Customer

Challenge:
The client struggled to monitor and control the costs related to maintaining equipment and providing consumables, making it difficult to track the profitability of their services on a per-device or per-customer basis.

Solution:
CO3 Nucleus Service empowered the client by enabling precise allocation and tracking of all service-related costs, including:

  • Parts
  • Labour
  • External contractors
  • Mileage (travel expenses)
  • Ad hoc costs
  • Back-to-back third-party contracts

Key Outcome

With accurate recording of both revenues and costs, the client could now evaluate service profitability for each device or customer. This improved insight allowed for better cost management and more informed decision-making, driving profitability.

“With Nucleus Service Mobile, we now have complete visibility into our technicians’ activities, which has allowed us to optimise their time and reduce unnecessary costs. The ability to manage boot stock and work orders in real-time has been a game-changer for us.”

Simplifying Contract Invoicing with Meter Readings

Challenge:
The client faced complications in managing contract invoicing, particularly the need to capture meter readings for equipment and invoice multiple machines under a single contract.

Solution:
The CO3 Nucleus Service Contract Billing Module efficiently incorporated meter readings into the billing process, streamlining the workflow for multi-machine contracts.

Key Outcome

The client now had an accurate, simplified invoicing process that required minimal setup. The system ensured correct invoicing with precise meter readings, greatly reducing administrative burden.

Improved Visibility of Work in Progress (WIP)

Challenge:
The client lacked visibility into costs accumulated through work orders, delaying invoicing and causing cash flow issues. Additionally, there was no clear oversight of Work In Progress (WIP).

Solution:
CO3 Nucleus Service introduced a WIP Module that provided real-time visibility into all ongoing work through a user-friendly monitoring screen.

Key Outcome

With enhanced WIP tracking, the client could invoice more quickly, thereby improving cash flow. The system’s real-time updates allowed for more efficient management of WIP, resulting in better operational control.

Efficient Supplier Warranty Management

Challenge:
The client faced confusion when managing supplier warranties, with no clear system to track which items were covered under warranty or required return for repair.

Solution:
CO3 Nucleus Service’s Warranty Management Module automatically tracked warranty details from the moment items were received, and reflected warranty statuses directly on job cards.

Key Outcome

Technicians could now quickly identify the warranty status of any item, leading to faster and more accurate repair or return decisions. The streamlined process reduced delays and improved overall service efficiency.

By implementing CO3 Nucleus Service, this national Kyocera equipment provider transformed its service management and accounting processes. With automated systems in place, they gained control over service profitability, simplified complex invoicing, and enhanced both WIP and warranty management. As a result, operational efficiency improved significantly, driving both productivity and profitability.

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