Driver App and Smartphones in Shipping Logistics at Park & Bellheimer

In beverage logistics, mobile driver solutions are increasingly replacing the classic paper delivery note. The digital recording of returned empties, the documentation of disruption times, and the elimination of manual data re-entry are just a few of the advantages. The Park & Bellheimer brewery is among the industry's pioneers in this area.

The electronic delivery note has already been in use at the Palatinate-based brewery for 15 years. In 2016, the latest generation of software for use on smartphones was introduced. With that decision, too, they were ahead of their time, demonstrating a courage for innovation that has been consistently rewarded ever since.

Roald Pauli—CEO of Park & Bellheimer AG—places great value on modern and efficient technologies and processes. Approximately 15 percent of revenue is invested annually in equipment and software. Modern technology was in use at Park & Bellheimer even before Pauli took office in 2010. As one of the first breweries in Germany, they introduced an electronic solution for beverage delivery back in 2004.

"In the beginning, we had relatively large CASIO handheld devices with built-in printers in operation, which even back then made our drivers' documentation during delivery independent and flexible," recalls Uwe Malvaso. The head of the company's in-house IT department emphasizes that it is part of their philosophy to be open to well-founded innovations that are a good fit for the brewery and that simplify procedures.

After a good decade, the initial solution had become dated. The hardware was no longer state-of-the-art. Against this backdrop, Malvaso, along with his colleagues from logistics and the executive board, began searching for a new, modern solution in 2016.

What criteria played a role in the search? "Of course, the prerequisite was that the new technology had to work absolutely reliably and flawlessly. We placed this at the very top of our list during the search and selection process," says the Head of IT.

Added to this was the desire for more user-friendliness and practicality. Remember: in 2016, smartphones were already widespread. At Park & Bellheimer, they had the handy, full-touch devices from their personal lives in mind while using comparatively clunky industrial handhelds with tiny analog screens at work. This awakened a desire for something better. "The operation had to be simple, and we wanted to remain independent and flexible when it came to purchasing devices."

The operational framework for the mobile solution was as follows:

• The company's own vehicle fleet currently comprises 27 vehicles, which are on the road for an average of 30 tours daily.
• The share of hospitality customers is about 60 percent, and 15 percent of customers are cash payers.

After a thorough market survey, the choice fell to the mobile software OntegoGL. This highly specialized industry solution for the beverage sector is developed and distributed by commsult AG from Potsdam. Malvaso reports that even back then, commsult was already using small, handy smartphones that could also handle telephony and data exchange.

The decision involved switching from their existing software provider. Naturally, this came with a certain amount of uncertainty, which commsult addressed by offering a pilot project tailored specifically for Park & Bellheimer to bring their mobile beverage delivery technology up to the latest standard. The decision was further supported by the Potsdam-based company's partnership with the ERP provider, COPA Systeme.

The Palatinate-based brewery handles all its operational processes—including the administration of customer orders and the planning and follow-up for delivery tours—with the drink.3000 ERP system from COPA. This made the simple and secure integration of the mobile solution with the leading ERP system all the more important.

The subsequent project was implemented as planned within 4 months. During this time, commsult implemented custom enhancements that Malvaso and his colleagues had suggested.

Since the start of the 2016 season, the brewery's drivers have been using OntegoGL on their routes. After a parallel introductory phase using both smartphones and printed delivery notes, Park & Bellheimer was able to completely replace the old technology with the new digital process after just one month.

Today, the Ontego solution maps the entire delivery process:

• Tour data is transferred from the ERP system to the mobile devices via WLAN.
• Delivered full goods are unloaded according to the plan.
• Any changes due to returns or other quantity adjustments can be recorded by the driver directly on the mobile device.
• Completely new items from the portfolio can also be easily added by searching the stored item master data.
• The recording and checking of returned empties is greatly simplified by pre-filled lists that already show the correct items for each customer.
• All deliveries and returns are confirmed with a digital signature from both the driver and the customer.
• The tour data is then transferred back to the ERP system via WLAN.

In retrospect, Malvaso can be pleased with a successful project. Often, the stumbling blocks are found in the details. Concerns from project stakeholders or users often arise, especially when switching to a new technology. This had to be considered in the Park & Bellheimer project as well, since the new solution involved two crucial changes:

• The switch of the mobile operating system from Windows CE to Android, combined with a completely new operating philosophy—touch instead of keys.
• The switch from integrated industrial handhelds with built-in printers to smartphones with separate mobile receipt printers

Interestingly, according to Malvaso, there was no significant resistance to the new technology, even though the average age of the drivers is 50. "The new technology was learned by the employees within a short time. A decisive advantage was certainly also our in-house IT department, which could answer any open questions immediately."

Now, after almost four years of practical use, the technology has proven itself, according to the Head of IT's assessment:

• Delivery logistics can be handled with modern processes. The combination of a smartphone and a mobile printer works smoothly in daily operations.
• The failure rates are low. The need for replacement mobile devices is estimated at 15 percent per year. The reasons for device failure are theft and loss; there have been no technical failures to date.
• The smartphones transmit delivery note data via Bluetooth to a handy 3-inch receipt printer. All documents are also stored electronically, ensuring that digital dispatch and audit-proof archiving are possible.

What exactly is the benefit of a digital tour support solution compared to a classic paper-based accompanying document or delivery note?

"With the Ontego solution, we support our drivers in delivering their full goods and in recording returned empties," explains Malvaso. By handling these processes electronically on-site at the customer, drivers can seamlessly document all deliveries and bill for services. For cash payers, they can also handle cash collection transparently.

In administration, the primary payoff is the time saved by eliminating the manual re-entry of delivery notes and by having a paperless process. "The procedures are more transparent and can be viewed by all responsible managers as needed. That makes day-to-day processing immensely easier," says Malvaso.

The saved effort can be broken down as follows:

• The workload for manual data re-entry was greatly reduced. At Park & Bellheimer, the savings amounts to approximately 4 hours a day.
• Returned empties are recorded immediately after a tour is finished and can be checked.
• Deliveries can be invoiced immediately.
• The electronic delivery note is available digitally in .pdf or .tif format for the archiving system.
• The digital technology saves the brewery approximately 100,000 printouts per year. In terms of cost, this could be valued at approximately €10,000. The need for specially installed printers and their maintenance is completely eliminated.

In administration, the primary payoff is the time saved by eliminating the manual re-entry of delivery notes and by having a paperless process. "The procedures are more transparent and can be viewed by all responsible managers as needed. That makes day-to-day processing immensely easier," says Malvaso.

The saved effort can be broken down as follows:

• The workload for manual data re-entry was greatly reduced. At Park & Bellheimer, the savings amounts to approximately 4 hours a day.
• Returned empties are recorded immediately after a tour is finished and can be checked.
• Deliveries can be invoiced immediately.
• The electronic delivery note is available digitally in .pdf or .tif format for the archiving system.
• The digital technology saves the brewery approximately 100,000 printouts per year. In terms of cost, this could be valued at approximately €10,000. The need for specially installed printers and their maintenance is completely eliminated.