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Transforming Batch Mapping & Procurement Efficiency with TraceX’s Dynamic QR (DQR) Solution

For businesses relying on third-party suppliers, ensuring traceability at the bale level is a major challenge. Without a digital procurement system, companies face: Inconsistent tracking of procured bales, leading to inventory mismatches, risk of mislabelling & duplication, making audits and compliance verification difficult, lack of real-time visibility into supplier-sourced materials, increasing supply chain risks. 
 

By implementing TraceX’s Dynamic QR (DQR) solution, the company automated its batch tracking system, optimized procurement workflows, and improved overall operational efficiency—achieving remarkable results in time savings, accuracy, and supply chain visibility. With DQR-based traceability, each bale gets a unique QR code, ensuring real-time tracking, authentication, and compliance from supplier to final use. 

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batch mapping and procurement tracking, procurement tracking, batch mapping

About the Company

VST Industries Ltd aims to implement Traceability throughout their organization, from sowing/plantation to tobacco leaf export. They seek to manage their farmers, farmlands, field technicians, and tobacco procurement comprehensively. Currently, they utilize Grower Management System & Farmer Procurement System, which they intend to replace with TraceX’s solution. This application will serve as both a farmer management system and procurement & processing system for tobacco, establishing a unified source of truth for their produce. 

Industry

Agribusiness 

Region

India

Use Case

Tracking of Sustainable Practices 

Streamlined Procurement Workflows 

Features Used

  • Hierarchical Setup and Role Management 
  • Grower Management 
  • Leaf Tobacco Farmer Workflow 
  • Procurement Process Software 

Challenge 

  1. Labor-Intensive Batch Tagging Process
  • Assigning batch tags manually was time-consuming and prone to human errors. 
  • Operators had to individually label, track, and enter data, leading to delays and inefficiencies in procurement operations. 
  1. Lack of Real-Time Tracking & Inventory Visibility
  • The company struggled with delayed procurement updates, making it difficult to track batch status in real time. 
  • Without instant visibility, warehouse teams faced inventory mismatches and inefficiencies in demand planning. 
  1. High Error Rate in Procurement Data
  • Manual data entry errors led to mislabeled batches, impacting quality control and traceability compliance. 
  • Supply chain disruptions occurred due to inaccurate procurement records, affecting export shipments and regulatory compliance. 
  1. Limited Integration Between Procurement & Digital Systems
  • Existing procurement processes relied on manual record-keeping, making it difficult to integrate with digital traceability systems. 
  • The company needed a seamless mobile-enabled solution to enable real-time procurement tracking.

Solution

To address these challenges, the company deployed TraceX’s Dynamic QR (DQR) solution, which provided: 

batch mapping and procurement tracking, procurement tracking, batch mapping

Efficient Batch Mapping for Automated Traceability 

  • Blank QR codes were pre-assigned to batches at the initial stage, allowing for future mapping and easy tracking. 
  •  Streamlined batch tracking ensured organized and structured inventory management, eliminating manual tagging dependencies. 

Mobile Procurement Integration for Real-Time Scanning 

  • Procurement teams could now scan & map QR codes in real-time using a mobile interface, reducing manual data entry. 
  • This enabled dynamic procurement, where batches were mapped, validated, and managed instantly, improving workflow efficiency. 

Automated Tagging & Time-Saving Operations 

  • The DQR feature eliminated manual tagging by generating QRs for serialized batches, significantly reducing processing time. 
  •  Procurement teams could focus on core supply chain activities instead of tedious tagging tasks. 

Real-Time Tracking for Inventory & Procurement Activities 

  • DQR provided instant visibility into batch status, ensuring accurate inventory control and demand planning. 
  •  Warehouse and procurement teams had a live dashboard to track batch movements, preventing stock mismatches and shipment delays. 

Results

After implementing TraceX’s DQR solution, the company achieved: 

Reduction in Procurement Processing Time 

  • Automating batch mapping eliminated the need for manual tagging, cutting procurement delays by half. 

Improvement in Data Accuracy 

  • Eliminating manual data entry led to a drastic reduction in batch identification errors, ensuring flawless procurement records. 

Real-Time Batch Tracking & Inventory Control 

  • With mobile QR scanning, batch movements were instantly updated, enabling accurate inventory planning and seamless export readiness. 

Enhanced Operational Efficiency & Compliance Readiness 

  • The company improved its traceability compliance by integrating DQR with regulatory reporting systems. 
  • Auditable batch records reduced compliance risks and streamlined export documentation. 

Key Takeaways

  • Automated Batch Mapping Eliminates Manual Errors 
  • Mobile QR Scanning Speeds Up Procurement Workflow 
  • Real-Time Inventory Tracking Enhances Operational Efficiency 
  • Seamless Digital Integration Enables Regulatory Compliance 
     

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