I continue with Part 3 of the various ways Excel can save you time and money.
Excel transfers data into MS Word files. An online retailer downloaded customer orders into an Excel file. Then an employee created packing slips by copying and pasting all the pertinent information from the Excel file into a Microsoft Word template. The employee also had to manually change the customers’ formatting to make it compatible with the company’s style. The retailer’s manual conversion and correction process was extremely time-consuming.
The key is to create an Excel program that reads the orders, automatically corrects the formats and transfers the data to packing slips. The new process can take seconds to convert the Excel format orders into Word packing slips instead of minutes, or even hours.
Excel calculates estimates. A window blind company owner never knew exactly how much material he needed for any single project. He would estimate the amount and put that figure into Excel. When he estimated too much, it cost him money for materials he didn’t use. When he estimated too little, it delayed the project’s completion because he had to get more material from his supplier. Plus, he used Excel as if it was just a paper chart.
By using Excel, one can create a worksheet for each order as part of a workbook for orders to suppliers. After all the individual orders are entered into the workbook as worksheets, the new Excel workbook can calculate how much material is needed for the entire group of orders. This worksheet will save the company time and money, because the owner can order the right amount of material from his suppliers and allocate it correctly to the customers’ jobs.
Excel sorts data. A large retailer used a contact form on its website to solicit inquiries and received many. When the staff went to read the emails, there was a large amount of spam mixed in. The staff member responsible for the incoming emails had to weed out the junk mail and copy the legitimate inquiries into Excel spreadsheets. The retailer needed to find a way to sort the emails and to speed up the intake and distribution process.
By writing and installing a code into the retailer’s website, emails that were sent from the website link now automatically carry the code so they are recognized and kept on the retailer’s email processor. Emails from spam and sources outside the website don’t have the code, so they’re kicked out.
As part of that solution, it’s a good idea to also write an Excel macro that goes through all the email and deletes the junk mail that doesn’t have the inquiry code, thus eliminating the need for manual review. Next, the macro sorts the information from the emails and distributes it to the appropriate sheets based upon the type of the inquiry. The user could then quickly and easily send the inquiries to the appropriate responders throughout the company. The new process saves many hours and greatly improves the company’s response time.
For more information, you can contact web developer Warren Schultz at firstname.lastname@example.org or call him at 818-281-7628.