Every order acknowledged, confirmed and tracked

• Acknowledge it at once

  The customer gets a reply as soon as the order lands, in the language they wrote in, saying what was understood. Nobody has to wonder whether the order was seen.

• Read the purchase order, whatever its layout

  Each chain and contractor sends its own format: a PDF, a spreadsheet, a download from their portal. The agent reads the lines, the delivery address and their order number, and keeps their number on your sales order.

• Enter it once, in your ERP

  The sales order is created with your item codes, your units and the customer's price list. The warehouse, the driver and the invoice all read that one entry.

• Hold back what looks wrong

  A quantity far above what the customer usually takes, a price they should not have or an address that has never been delivered to is shown to the order desk before anything is confirmed.

See quotes and bookings→

A contractor in Abu Dhabi emails a purchase order as a PDF; the agent reads the lines and their order number, matches each line to your item codes and creates the sales order in your ERP; the order desk checks the one line in a unit the agent had not seen; the customer gets the acknowledgement with your order number.

Purchase order by email

A contractor in Abu Dhabi, as a PDF

Agent

Order

• Reads the lines and their number
• Matches each line to your codes
• Creates the sales order

Order desk checks one line

A unit the agent had not seen

CheckedLogged

Order acknowledged

With your order number, in English

• Count what is already promised

  A line is checked against stock on hand less what other open orders have already taken, not against the stock figure alone.

• Reserve it the moment it is confirmed

  Confirmed lines are reserved in your ERP straight away, so two customers are never promised the same last cartons.

• Promise a date the route can keep

  The delivery date comes from the route plan, the vehicle's capacity and the customer's receiving days, not from a standard lead time.

• Hand it over ready to pick

  The warehouse gets the order with its lines, the delivery window and anything the customer asked for, so nobody has to call the order desk to ask.

A hotel group in Muscat orders on WhatsApp; the agent checks each line against stock less what is already promised, finds one line short and proposes what can go now and the rest on the next run; the customer agrees; the pick list goes to the warehouse with the delivery window.

Order on WhatsApp

A hotel group in Muscat, in English

Agent

Stock

• Checks stock less what is promised
• Finds one line short
• Proposes the rest on the next run

Customer agrees

On the same thread

AgreedLogged

Pick list released

With the delivery window

• Check the account with the order

  The open balance, the overdue invoices and the limit are read from your ERP when the order arrives, not when the truck is being loaded.

• Hold it with the reason

  An order over the limit is held with one line for credit control: what is overdue, what is open and what would let it go.

• Tell the salesman before the customer

  The salesman who owns the account hears about the hold first, with the figures, so the conversation with the customer is theirs to have.

• Move it the moment it is cleared

  A payment matched or a decision from credit control sends the order on to the warehouse, and the customer hears that it is moving.

See collections→

A salesman sends in an order for a contractor in Muscat that takes the account over its limit; the agent reads the account in your ERP, finds invoices overdue and holds the order with the reason; the credit controller releases it against a cheque; the order moves and the customer and the salesman are told.

Order over the limit

A contractor in Muscat, by the salesman

Agent

Credit

• Reads the account in your ERP
• Finds invoices overdue
• Holds the order with the reason

Credit controller releases it

Against a cheque handed to the salesman

ReleasedLogged

Order moving

Customer and salesman told

• Say when it leaves

  When the order is loaded, the customer gets the delivery window on the channel they ordered on, in their language.

• Say it is late before they notice

  A supplier that ships late, a vehicle off the road or a line still held changes the date. The customer hears the new one first, with what is still on time.

• Answer to their reference

  A chain asks about its own purchase order number, a contractor about the site. The agent finds the order from whichever reference the customer uses.

• Record what came back short

  A short or damaged line is logged against the order with the photo, and the credit note or the replacement goes to the person who approves it.

See customer inquiries→

A supplier's shipment arrives late for goods on several open orders; the agent finds every order it affects, works out the new dates and drafts a message for each customer; customer service approves the message to a hotel group in Dubai; the customer is told before they had to ask.

Supplier ships late

Goods on several open orders

Agent

Orders affected

• Finds every order it affects
• Works out the new dates
• Drafts a message for each

Customer service approves

The message to a hotel group in Dubai

SentLogged

Customer told

Before they had to ask