Case study: Vektro Asia
From spreadsheets to one packaging back office.
Vektro Asia already had Microsoft Dynamics and its licences, yet the team still entered quotes, orders and stock by hand. Now leads, orders and stock across six warehouses sit in one place.
Vektro Asia supplies packaging to brands and works with a network of suppliers. It already ran Microsoft Dynamics, but much of the work still had to be entered by hand: quotes and purchase orders lived in Excel files on OneDrive, and the team kept each other up to date through Microsoft Teams messages.
As order volume grew across six warehouses, the gaps began to cost time. Artwork files had several versions, order status had to be checked in several systems, and finding where an order was up to was, in the words of the team, a nightmare.
What changed
Before and after Otopack.
Leads and the CRM
Before
Every lead went straight into Microsoft Dynamics. At the end of each year someone had to clean out all the leads that never became customers.
With Otopack
Leads are managed in the Otopack CRM, with their enquiries, quotations and artwork. Only a lead that becomes a customer is created in Dynamics, so Dynamics stays clean.
See New Brand SetupQuotes and purchase orders
Before
Supplier quotations, customer quotations and customer purchase orders were kept in separate Excel files on OneDrive and keyed into Dynamics by hand.
With Otopack
Each enquiry holds its supplier pricing and the customer quotation. Once the quote is approved it becomes a sales order, with the customer PO number on it.
See RFQ & CostingArtwork
Before
Artwork was shared as OneDrive files. Every new version added to the confusion about which file was current.
With Otopack
Artwork sits on the item it belongs to, with its status, who approved it and when the customer approved it.
See Artwork & ProofingSix warehouses and their stock
Before
Stock across six warehouses was tracked by hand. Reconciling it took about a week, and locating an order was a nightmare.
With Otopack
Orders and stock sync with CartonCloud, Vektro Asia’s WMS, so the stock in every warehouse and the location of every order are in one place.
See Stockholding & Call-offsOrder status and logistics
Before
The team kept checking the status of each order in different systems.
With Otopack
Every order moves through production, ready to ship, in transit and delivered in one view. Consignment status and proof of delivery are fetched from Transvirtual automatically, so nobody has to look them up.
See Dispatch & DeliveryTeam communication
Before
The team lives in Microsoft Teams, and much of it was spent asking each other where a job was up to.
With Otopack
The status of every job is visible to everyone. Teams chats are built into the system, so people can message a colleague and share a file without leaving the job.
In their words
“We have run our packaging orders through Otopack for two years. Supplier RFQs, proof rounds and dispatch bookings move on their own now, and nobody on my team is chasing an email chain to find out where a job is.”
“Otopack sits on top of the systems we already had, so nothing was ripped out. Two years in, it is simply how our back office runs, and our people spend their time on customers instead of paperwork.”
Bring one real order. Watch it run.
Pick a quote, a proof round or a call-off from this week. We will walk it through Otopack on top of your own systems, so you see exactly where the hours go.