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← Distribution, Retail & CommerceSales and operations

From customer request to delivery, at an electrical supplies distributor

For distributors with thousands of products and several branches: the request becomes a quote, price and stock are protected, the purchase is prepared and each invoice is matched to its order.

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What was solved

From manual operation to a system that runs it

Before

With thousands of products, quoting depended on each salesperson's memory. Requests came in many different formats, discounts were approved by message without seeing the margin, stock was found out at picking, purchasing was done by gut feel and supplier invoices were checked by hand against the order.

After

Each request reaches the quote with catalog items and stock in view, each discount with its margin calculated, and each invoice matched to its order before it reaches the ERP.

What the operation gains

  • Complete quotes

    Each request arrives with add-ons, alternatives and the branch's stock already checked.

  • Protected margin

    Each discount is evaluated against the policy and reaches management with the margin calculated.

  • Purchases with judgment

    The week's order comes from demand, lead time and season.

  • Matched invoices

    Each invoice is compared with its order before it is registered in the ERP.

How we solved it

The processes we tackled

A request written in any form, understood as catalog items

The customer's text, list or document is split into catalog items, with the units already converted

A request written in any form, understood as catalog itemsSteps the system runs in order and the decision that remains with the person.The systemdoes itA persondecides01The request becomescatalog items, with theconfidence of eachreading02The meters the customerasks for are converted tothe rolls…03A handwritten list or apurchasing document isread like a messageWhich items are acceptedand which doubtful onesare corrected before…A request written in any form, understood as catalog itemsSteps the system runs in order and the decision that remains with the person.The system does itA person decides01The requestbecomes catalogitems, with theconfidence ofeach readingWhich items areaccepted andwhich doubtfulones arecorrected before…02The meters thecustomer asks forare converted tothe rolls…03A handwrittenlist or apurchasingdocument is readlike a message

A complete quote, with stock, alternatives and add-ons

Each item shows what the branch has, offers equivalents when something is out and suggests what is almost always bought together

A complete quote, with stock, alternatives and add-onsSteps the system runs in order and the decision that remains with the person.The systemdoes itA persondecides01What the branchhas appears nextto each item02Add-ons that arealmost alwaysrequestedtogether arrivewithout…03Each acceptedsuggestion isadded to thequote and thetotal…04Nothing reachesthe ERP unlessthe salespersonconfirms thequoteWhich suggestionsare added, whichalternative isaccepted andwhen…A complete quote, with stock, alternatives and add-onsSteps the system runs in order and the decision that remains with the person.The system does itA person decides01What the branchhas appears nextto each item02Add-ons that arealmost alwaysrequestedtogether arrivewithout…Which suggestionsare added, whichalternative isaccepted andwhen…03Each acceptedsuggestion isadded to thequote and thetotal…04Nothing reachesthe ERP unlessthe salespersonconfirms thequote

A discount that protects margin and a transfer before buying

Each discount is evaluated against the policy and shortages are covered first with what another branch has in excess

A discount that protects margin and a transfer before buyingSteps the system runs in order and the decision that remains with the person.The systemdoes itA persondecides01All salespeopleapply the samediscount policy02The real marginof the discountis calculatedbefore asking…03What fallsoutside policywaits formanagement04A branch with noproduct issupplied firstfrom anotherbranch that…Which discountoutside policy isapproved andwhich transfer…A discount that protects margin and a transfer before buyingSteps the system runs in order and the decision that remains with the person.The system does itA person decides01All salespeopleapply the samediscount policyWhich discountoutside policy isapproved andwhich transfer…02The real marginof the discountis calculatedbefore asking…03What fallsoutside policywaits formanagement04A branch with noproduct issupplied firstfrom anotherbranch that…

The week's purchase, built from demand, delivery and season

The suggested order covers the lead time plus three weeks of sales and is grouped by supplier

The week's purchase, built from demand, delivery and seasonSteps the system runs in order and the decision that remains with the person.The systemdoes itA persondecides01The quantity of eachproduct comes from demandand the supplier's…02Lines are grouped by whosupplies them, toconsolidate the order03The draft of each orderis left in the ERP withits ownerWhich quantities areadjustedThe week's purchase, built from demand, delivery and seasonSteps the system runs in order and the decision that remains with the person.The system does itA person decides01The quantity ofeach productcomes from demandand thesupplier's…02Lines are groupedby who suppliesthem, toconsolidate theorder03The draft of eachorder is left inthe ERP with itsownerWhich quantitiesare adjusted

A supplier invoice matched to its order before it is registered

The invoice is read and compared with its order; one that matches is registered and one that does not is held, with the reason

A supplier invoice matched to its order before it is registeredSteps the system runs in order and the decision that remains with the person.The systemdoes itA persondecides01Each invoice is comparedwith its order before itenters the ERP02An invoice that matchesis registered with itsowner and stays…03An overcharge is heldbefore it reaches the ERPWhether a difference isaccepted or returned tothe supplierA supplier invoice matched to its order before it is registeredSteps the system runs in order and the decision that remains with the person.The system does itA person decides01Each invoice iscompared with itsorder before itenters the ERPWhether adifference isaccepted orreturned to thesupplier02An invoice thatmatches isregistered withits owner andstays…03An overcharge isheld before itreaches the ERP

A delivered order, or a credit note ready when it could not be

Each truck shows its stops, and a failed delivery arrives with its credit note and its rescheduling prepared

A delivered order, or a credit note ready when it could not beSteps the system runs in order and the decision that remains with the person.The systemdoes itA persondecides01Each truck shows itsstops and the status ofeach delivery02A failed delivery arriveswith the credit notealready prepared03Orders are filtered bystatus to handle whatfailed firstWhen the credit note isapproved and to whichroute the order…A delivered order, or a credit note ready when it could not beSteps the system runs in order and the decision that remains with the person.The system does itA person decides01Each truck showsits stops and thestatus of eachdelivery02A failed deliveryarrives with thecredit notealready preparedWhen the creditnote is approvedand to whichroute the order…03Orders arefiltered bystatus to handlewhat failed first

Every agent decision leaves a trail

Agents prepare on top of the ERP and the existing systems, and each action is recorded with its owner

Every agent decision leaves a trailSteps the system runs in order and the decision that remains with the person.The systemdoes itA persondecides01Only what needs judgmentreaches a person02The layer works on top ofthe ERP03Each action is recordedwith who prepared itWhich actions areapproved and which aresent back to the agentEvery agent decision leaves a trailSteps the system runs in order and the decision that remains with the person.The system does itA person decides01Only what needsjudgment reachesa person02The layer workson top of the ERP03Each action isrecorded with whoprepared itWhich actions areapproved andwhich are sentback to the agent
Why it exists

This project started with an electrical supplies distributor where quoting, approving discounts and checking invoices depended on a few people and stray messages.

With thousands of products and several branches, cross-selling depended on the salesperson remembering, discounts were approved without a record and matching invoices to orders was done line by line.

Want to see it with your operation?

We show you the full demo and review with you whether it applies to your process.

Book a meetingSee the full demo

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