The Challenge

Before working with TradeWindow, Greenlea’s export documentation system lacked efficiency and flexibility, which means if the export team had to make documentation and shipping changes, these would usually take a long time to rectify around 30 minutes to an hour end-to-end.

Couriers were a key challenge when using a paper-based system – in some rare cases; export documents were lost, resulting in delivery delays and frustrations for their team and their customers. When it came time for Greenlea to update their internal ERP system (to Navision), switching to a new documentation system was the perfect opportunity.

“TradeWindow provided just the solution we were looking for.”

– Melina Lisignoli, Export Documentation Supervisor.

“Before Prodoc, we were doing a lot of the grunt work, including research of industry requirements, like EDI messages for shipping lines, information required by the Ministry for Primary Industries, different form updates and so on, and we would then pass this information onto a developer. It was time-consuming work, taking around 2-5 days depending on the complexity of the forms and requirements.

“We are also a very thorough documentation team, however before Prodoc, even when we thought errors were fixed, sometimes these would get through to the customers. We no longer have to worry about this happening,” says Melina.

Benefits

• 9x reduction in errors
• 100% paperless to the United States
• 37% reduction in courier costs
• 4x faster documentation
• 33% increase in day-to-day efficiency of export operations

The Solution

Greenlea has now been using TradeWindow solutions for four years.

“I’ve been in the industry for about 18 years – working with exports for long enough to know what to look for and to understand what is required when it comes to export documentation. When we moved to Prodoc, it was the best thing we had done for our export team,” Melina said.

Customisation

TradeWindow has always been on board with Greenlea’s vision of innovation, and Melina has been pleased with the way her team has been able to enhance or change the features in Prodoc as required.

Integration

Prodoc integrates seamlessly with Greenlea’s Navision and works with ‘the push of a button.’ It takes just seconds to pull through information from Navision into Prodoc and create a set of export documents for shipments.

Intelligence and automation

“When there are different document requirements for different markets worldwide, it helps to have a system that is set up with the processes and data to handle such require- ments,” Melina said.

“Our team at Greenlea have found Prodoc user friendly and easy to use. The product is streamlined and anything but clunky.”

The outcomes

Fully Paperless

Greenlea’s exports to the United States are now 100% paperless thanks to industry changes and the way they use Prodoc. What used to take three to four weeks to process, from packing to payment and to the couriering of documents has now been reduced down to less than ten minutes.

“Our customers receive documentation within 1-2 days of the container leaving the country. In contrast, with a paper-based system, they would have to wait for the paper

documentation to arrive, which was a lengthy transit to the east coast of the United States.” Melina said.

TradeWindow and Greenlea have been collaboratively working by proactively managing process changes to make other markets paperless. This has resulted in some of Greenlea’s other markets reaching 90% paperless status.

Great Support

“We recently experienced an industry change, requiring us to change some aspects of the way we produce our documentation,” Melina said.

“We requested help from the Prodoc team, and they quickly actioned the request. We’ve experienced nothing but great customer service and support the whole time I’ve worked with TradeWindow.”

Increased importer satisfaction

Melina said: “We have had feedback from customers saying how efficient we are, and that they appreciate the quick turnaround end-to-end, which is great for us. It enables us to continue to build trusted relationships and grow in our primary markets.”

Data security and risk mitigation

Using Prodoc also helps Greenlea to know their data is safe. Cybersecurity is vital to their business, and now with paper-less processes, the risk of tampering or lost data is significantly reduced due to the security TradeWindow’s platform provides.

Minimising the use of paper-based transactions and documents also aligns with Greenlea’s Sustainability Policy. In the future, they hope to see more paperless end-to-end transactions with their customers.

Trade innovation with TradeWindow

Greenlea has worked closely with TradeWindow as a development partner to onboard new updates and beta solutions. Teams from both sides have worked in collaboration to ensure these solutions are as streamlined and efficient as possible. This includes:

• Trialling paperless trade with TRADEVAN (Taiwan) and TradeWindow for live shipments (via interoperable digital trade network) to facilitate paperless cross-border transactions.
• Providing feedback and testing features on new iterations of Prodoc over the years.
• Testing and trialling modules of Cube, TradeWindow’s end-to-end digital trade platform.
• Collaborating on TradeWindow’s farm to plate provenance product – Assure, which enables product tracking and assurance across the supply chain.

“We understand that for these solutions to work as smoothly as possible, it’s about getting people on board, whether this is major players like overseas customs authorities, or encouraging others within our industry to start their digital trade journey,” Melina added.