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Trade & Distribution
from 8,000 euros
For trading and distribution companies where stock accuracy and order-processing speed are the bottleneck.
Monthly operating fee: after the audit.
Trade: stock is worth exactly as much as it can be trusted
“We have three warehouses, and in all three the stock differs from the system.”
Wholesale, distribution, retail across several shops. The question here is not whether records exist, but whether the person quoting a price or signing an order dares to rely on them.
This is what usually hurts in trade
All of them come from the same root: data is created in several places, and not into the same system.
- The discrepancy surfaces at stocktake. Until then the figure in the system and the quantity on the shelf live separate lives, and sales promises what is not there.
- Nobody knows what to order. Purchasing runs on the memory of the last shortage rather than on actual turnover and supplier lead times. The result: shortage and surplus at the same time.
- The same customer gets two prices. Price lists and discounts live in spreadsheets and in people's heads, and the price depends on who picks up the phone.
- The webshop is a separate world. Orders arrive by email, somebody retypes them, and the shop sells online something the store has already run out of.
- Receivables show up late. By the time it emerges that a customer has not paid in a while, another delivery has already gone out to them.
What the system does about it
The goal is a single stock truth, solid enough to base a quote on.
- Multiple warehouses and shops
- Each site's stock is visible separately, and movements between them are recorded too.
- Barcode goods-in and goods-out
- Recording happens where the goods move, not later at an office computer. One item can carry several barcodes, each with its own unit of measure: the piece barcode books one piece, the carton barcode books twenty-four pieces in a single scan. Same item, two packagings. Goods-in runs on cartons while the till keeps using the familiar piece barcode — there is no choosing between the two. Piece-by-piece scanning is only needed where a serial number or a shelf-life batch is tracked, and there the piece is the data.
- Price lists and discounts by customer group
- The price belongs to the customer and the quantity, not to whoever happens to be serving them.
- Replenishment rules
- Minimum, maximum and reorder point per item. The system warns you before stock runs out.
- Batch and serial number tracking
- For goods with a shelf life or a warranty, you need to know where each delivery ended up.
- Webshop, courier and accounting integration
- The order arrives on its own, the delivery note and the parcel label are generated from it, and the accountant works from the same data.
- Receivables and customer credit limits
- You can see who owes what, and set for whom deliveries stop automatically.
What this does not solve: if the supplier puts no carton barcode on the goods, we make up for it with our own label, or the quantity for that item gets overwritten by hand after a scan. Reading a pallet-level (SSCC) label is not a base feature; that is custom work. In exchange there is a one-off task: for each item, both barcodes and the conversion between them — how many pieces make a carton — have to be captured. That belongs to the rollout, not to daily work. During the audit we go through the supplier labels too, because that is what decides how much manual work is left.
The path of one order, from need to payment
Eight steps, one database, no retyping.
- 1
Purchase requirement The replenishment rule or a larger customer order triggers the need.
- 2
Purchase order From the price list, with previous purchase prices in view.
- 3
Barcode goods-in In the warehouse, at the moment of the movement. Stock is accurate immediately.
- 4
Customer order By phone, by email or from the webshop, into the same queue.
- 5
Picking The system says which warehouse and which batch — not somebody's memory.
- 6
Delivery note and invoice Generated from the pick, so the two cannot diverge.
- 7
Courier and tracking The parcel label and the waybill come from the same order.
- 8
Receivables You can see what happened to the invoice, and the credit limit warns you before more goods go out.
This is the process that can go live as a fixed-scope pilot in four to six weeks, before touching anything else.
Package, price, timing
The first end-to-end process typically goes live in four to six weeks, after which the system is built out module by module. The exact figure and the schedule come out of the process audit, in writing, with a defined scope.
We describe how the rollout runs on the main page.
Let us talk about your processes
Tell us how many warehouses and how many price lists you work with, and where most of the manual work happens. At the end of the audit you get a fixed-price offer.
We reply by email within one working day.
contact@exar.ro · 0740 507 135