PowerApps for Greater Visibility Over In-Transit Cash [Case Study]

The Situation 

One of the world’s largest chain of ice cream speciality brands with 867 parlours in KSA, UAE, Qatar, Jordan, Bahrain was looking to undertake a review

of their long-standing arrangement for in-transit cash to identify if better visibility and transparency could be achieved in their otherwise opaque management.

The Problem 

The client was managing their retail operations across multiple stores with no transparency over their moving cash.

At the end of each day, a cash collector would visit predefined stores for the day’s sale.

There, as a record of reference, he signed a form, captured details of the amount collected along with details of the steward in charge of the cash in store.

This cash would then be deposited into the bank account within 3-5 business days. 

A major flaw in the cash collection process was the lack of information on where the cash was and with whom, as the process mostly rested on ineffective monitoring and unverified information.

The risk of cash leakage, anomalies and deposit delays was gravely affecting client’s future investments and planning. 

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The Objective 

After carrying out a full audit of the retail operations and other commercial arrangements that underpin it, Data Semantics was able to identify the need to develop an app on Power Platform, called the Cash in Motion App to challenge the status quo.

The improved solution will help monitor cash at various stages, that is per site and per owner, via email notifications and visual analytics. 

The Solution 

A team of app developers at Data Semantics built an app and integrated it with data from the POS terminal at each parlour.

This easy integration automatically records the amount of cash to be collected from each parlour at the end of day’s sale, minimizing any cash leakage or spillage that may have previously gone unaccounted for.

The enhanced visibility also helps the end-user know how much cash is lying in each parlour, with each collector and accountant.

The team also automated the receipt creation and reconciliation of cash deposits in Oracle ERP as a full-proof verification process.

As and when the collected cash is deposited in the bank, a receipt in triggered for each of the respective parlours in Oracle ERP via an API (Application Programming Interface).

Ultimately, an accountant runs a monthly reconciliation with the bank for the deposits made in the bank account and the Oracle ERP automatically attests the transactions in question for a clean closure.

The Outcome

The outcome was enhanced visibility over in-transit cash and its subsequent movement with real-time alerts.

Client can now mitigate any risk, record incidents and plan future investments better.

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