From order to delivery without retyping
Orders come from sales reps, e-mail and a B2B portal, and goods leave several warehouses on several vehicles. The system ties it into one flow, from entry to a signed delivery note.
Distribution
Order N-2418
- OrderFrom B2B portal, customer discount 12%
- WarehouseReserved in Zagreb warehouse
- PickingPick list by location, 14/14 picked
- Packing3 parcels, 42 kg
- Scheduling and routesVan ZG-2, stop 4 of 9
- DriverEn route, arriving about 10:40
- Proof of deliverySigned on tablet at 10:52
- ReturnReturn of 1 item linked to DN-2418
Where it gets stuck
Each of these problems is the same thing: data doesn’t get from one place to the other, so someone carries it by hand.
- Discount spreadsheetOrder
Connection brokenCustomer price and discount fill in automatically
Discounts live in Excel
Every customer has their own terms, promotions and arrangements with a sales rep. When the price depends on who entered the order, mistakes show up only on the invoice.
- Sales repWarehouse
Connection brokenStock per warehouse visible in the field
Sales reps can’t see stock
A rep promises a date in the field, but the goods aren’t in stock or sit in another location. The customer finds out when the delivery is late.
- BranchCentral warehouse
Connection brokenOne stock figure, transfers with a document
More warehouses, more versions of the truth
Stock in the central warehouse, the branch and the van doesn’t match until the stock count. Transfers between warehouses are arranged by phone.
- OrdersVans
Connection brokenVan schedule built from confirmed orders
Routes are planned from memory
Every morning the dispatcher assigns orders to vehicles by hand. Returns come back with no link to the original delivery note.
What the flow looks like in the system
An example flow. We adapt the steps to how your company actually works.
01 Order
Orders from the B2B portal come in by themselves, and those from sales reps or e-mail are entered once, with that customer’s prices and discounts. Stock across warehouses is checked right away.
02 Warehouse
The system decides which warehouse ships the goods and reserves them. If something is short, it proposes a transfer or a purchase order.
03 Picking
The picker gets a list sorted by location. Every picked line updates the stock that sales sees too.
04 Packing
Packing is confirmed per order, with parcel count and weight. The delivery note reflects what was actually packed, not what was ordered.
05 Scheduling and routes
Orders are assigned to vehicles by area, time slot and load capacity. The dispatcher sees the whole day on one screen and adjusts it when plans change.
06 Driver
The driver sees the stop order, documents and customer notes on a phone. Cash on delivery and discrepancies are recorded on the spot.
07 Proof of delivery
The customer signs on screen and the confirmation returns to the system with time and location. The order is then closed.
08 Return
A return or complaint is linked to the original delivery note. Goods go back to stock or quarantine, and it is clear exactly what came back and what the customer should be credited.
What the system usually includes
Every module works with the same data. It plugs into the system instead of living as a separate program.
B2B customer portal
Customers order on their own, with their prices, discounts and order history. Orders go straight into processing.
Sales reps in the field
In the field, reps see stock, customer terms and past orders. They enter the order once, at the customer.
Multiple warehouses and transfers
Stock by warehouse and location, transfers and reservations. Sales and the warehouse see the same number.
Dispatch and drivers on a phone
Vehicle scheduling, routes, signed proof of delivery and returns linked to the delivery note.
Frequently asked questions
Can we keep our existing ERP and accounting software?
Yes, if they do their job. Invoicing and accounting stay where they are, and the system connects to the existing ERP and takes over only what is missing today, such as B2B orders, warehouse operations or delivery. What makes sense to keep is decided after the process analysis.
Our discounts and price lists are complicated. Can the system handle that?
Rules like that are exactly why companies look for a custom system. First we write down how a customer’s price is really calculated today, exceptions included, and build the system around it.
How do we switch over, from portal to drivers?
All at once, when everything is ready. Orders, warehouse and delivery depend on each other, so we build the whole flow, test it with your real customers and items, and your people try it out before the switch. On the agreed day you move over with our support.
Show us how an order travels through your company today.
Send us a short description of your process and the problems you want to solve.