From Excel Chaos to Operations Excellence
The Company
Industry
Artisan Cheese Manufacturing
Products
Premium farmhouse cheeses for retail and food service
Location
Ireland
Challenge
Finding an operations-first system that handles real-world variance
The Challenge
Systems Built for Finance, Not Operations
Previous systems were accounting-first, which meant they couldn't handle the nuances of food production. Rigid quantity requirements didn't match real-world manufacturing where a 15kg order might yield 16kg.
Dual Product Code Nightmare
Each customer had their own supplier product codes (different from internal SKUs). Previous systems couldn't handle this, leading to manual cross-referencing and errors on dispatch notes.
Incomplete Dispatch Documentation
Dispatch notes were missing critical information. Couldn't include both internal batch codes AND customer-specific product codes on the same document, creating confusion and compliance risks.
Limited Traceability
When customers referenced their own product codes, it was impossible to quickly trace which batches were dispatched. No way to search by supplier product code for recalls or queries.
The Voro Solution
Real-World Production Variance Handling
Voro understands that food production isn't rigid. Order for 15kg? Produce 16kg? The system handles it naturally without workarounds or error messages.
Example:
Customer orders 15.00kg cheese block → Production yields 16.20kg → Voro accepts this as normal variance → Dispatch note shows actual weight → Customer invoiced for ordered or actual weight (configurable per customer)
Handle Customer-Specific Requirements
Different customers often have different requirements - their own product codes, specific packaging, particular documentation. Voro handles this complexity without manual workarounds.
Each customer’s requirements are stored and applied automatically
Dispatch documentation shows exactly what each customer needs to see
No more looking up different requirements for different customers
Fewer errors, faster processing
Complete Dispatch Notes with All Details
Every dispatch note includes everything needed for compliance, traceability, and customer clarity.
- Internal Product Code
- Customer Supplier Code
- Batch Code (for traceability)
- Production Date
- Use-By Date
- Actual Weight (kg)
- Number of Cases
- Gross Weight
- Product Description
- Brand/Packaging Details
- Delivery Address
- Transport Information
Answer Any Traceability Question Instantly
When a customer or auditor asks about a product, find the answer in seconds instead of hours.
A customer calls with a query about a product they received.
Before Voro: “Hold on, let me search through our files… I’ll need to call you back… this will take a while…”
With Voro: Search → See all relevant information → Answer the customer while they’re still on the phone
Seconds
To answer customer queries
Hours
To complete full recall simulation
Implementation Process
-
Week 1: Discovery & Planning
Deep dive into operational requirements, customer product code mappings, and existing data structure. -
Week 2: Data Migration & Configuration
Imported all customers, products, and existing supplier product code mappings. Configured dispatch note templates with all required fields. -
Week 3: Training & Testing
Trained operations team on dual product code system, tested variance handling with real production scenarios. -
Week 4: Go Live
Went live with production orders. First dispatch notes generated with complete traceability information.
Results
< 30 Days
Implementation Time
From first discussion to fully operational with complete data migration
100%
Data Import Success
Zero
Manual Code Lookups
30 sec
Traceability Query Time
Key Takeaways
Operations-First Approach Works
Systems built for accounting don't understand production variance. Food manufacturers need software that adapts to reality, not forces rigid compliance.
Dual Product Codes Are Critical
Being able to handle both internal SKUs and customer-specific supplier codes eliminates errors and speeds up operations significantly.
Complete Dispatch Documentation Matters
Complete Dispatch Documentation Matters Including all relevant information on dispatch notes (both codes, batch details, weights) prevents customer queries and ensures compliance.
Traceability by Customer Codes
When customers reference their own product codes, being able to trace back to batches immediately is invaluable for queries and recalls.