BP-01 · ILLUSTRATIVE SCENARIO
From emailed orders to a clean ERP entry
A wholesale distributor receives most orders as emails and PDFs from repeat customers. Two people re-type them into the ERP each day.
This is an illustrative scenario written by SALES TEC to show our approach. It is not a description of a real client, and it contains no results.
§ 01The problem
Re-keying is slow and error-prone. Price mistakes show up on invoices, duplicate POs slip through, and status questions interrupt everyone.
§ 02How we would approach it
- 01Route incoming order emails to a review queue. Templates and rules read the repeat layouts; AI-assisted extraction handles unfamiliar ones, with a confidence score, and a person confirms before anything posts.
- 02Match each line to the catalog through a customer-SKU cross-reference, apply the customer's contract price, and flag mismatches and duplicate PO numbers.
- 03Check credit status, then post the order to the ERP through its API, or through a vendor import file where the API is weak, and send the customer an acknowledgement.
- 04Give customers a portal view of order status so they stop emailing to ask.
§ 03How we would measure success
Measures of success
- Minutes of staff time per order
- Price errors found at invoicing
- Duplicate orders caught
- Status inquiries per week
- Time from receipt to acknowledgement
Industry
Distribution & WholesaleStart here
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