Finding a better way
The company knew it needed to find a more efficient way to manage its routes, collect customer data, and process invoices. The provider of its desktop AccountMate software, Prism Visual Software, suggested LinCo consider their new Palm handheld application.

By November 2001, LinCo deployed Prism Visual Software's MiniMate for Route Delivery, a handheld application for LinCo's existing operational and accounting desktop software. With MiniMate, LinCo's ten drivers can quickly make deliveries, access customer information, correct orders, and print invoices at a customer location using wireless Palm handhelds with Seiko IR printers (at http://www.seikoprinters.com/html/mobileprinter.htm) that hook right onto their belts.

How MiniMate works
Using a customer order template, the desktop application Visual BeverageMate allows customer service personnel to rapidly take orders for next day delivery. The orders are downloaded via a HotSync operation to each Palm handheld. To optimize driver routes and avoid backtracking, the route is listed in stop sequence order for each driver/route, as shown in Figure B.

FIGURE B

The route is listed in stop sequence order for each driver/route.

The handheld also stores all current customer-specific prices and taxes as well as detailed information including a customer's current balance, aging, and purchase history.

With all their scheduled delivery tickets stored on the wireless Palm handheld, drivers go out for the day. As drivers make deliveries, they can look up customer information and even adjust a delivery ticket right on the Palm handheld. For example, if a customer wants more of one product or needs to make a substitution, the driver can adjust the ticket on the handheld, as shown in Figure C.

FIGURE C

The driver can adjust the ticket on the handheld.

Once all adjustments are made, an invoice is generated on the handheld, and with the touch of a button, the invoice is sent via IR from the handheld to a printer on the driver's belt. The printed invoice is given to the customer on the spot, avoiding errors and expediting the payment process. Drivers can also indicate, on their handheld, any customer payments made during the delivery. This means billing is correct for customers and for LinCo's accounting department.

After all deliveries are complete, the driver returns to the office and synchronizes the handheld by setting it into a HotSync cradle. Updated information collected throughout the day is uploaded to LinCo's accounts receivable accounting system. If the driver indicates that a customer has paid the exact amount of the invoice, that payment is automatically applied to the invoice and recognized throughout the system, all the way to general ledger. If the amount paid is different than the invoice, payment is put on the customer's account to be applied appropriately by LinCo's accounting staff.