Outlets, Price Lists, and Orders
The rep places an order under the outlet’s current terms. The warehouse receives quantities and approved substitutions, while the account manager sees what was ordered versus shipped.
Custom Development
CRM for Wholesale Distributors
Sales reps need each outlet’s terms, and the warehouse needs confirmed order lines. We’ll build a CRM that ties visits, prices, availability, and shipments to the customer and contract.
Where Order Details Fall Out of Sync Between Outlet and Warehouse
- Reps keep records in their notebooks, and customer relationships can leave with them.
- Managers can’t see how many visits actually took place or distinguish field activity from reports alone.
- Stores order irregularly, and no one follows up when a reorder is due.
- Receivables grow when no one follows up on payment deadlines.
- It’s unclear which customers and products generate the most profit and which only tie up warehouse resources.
Rep Visits, Customer-Specific Prices, and Shipment Status
These modules can be included in the project. We’ll agree on the scope and workflow rules after reviewing your processes.
Partial Shipments and Substitutions
The manager sees actual quantities by order line and any substitution approvals. The difference between ordered and shipped quantities stays open until reconciled.
Contract Prices and Effective Dates
A price is tied to an outlet, validity period, and agreed terms. When the chain changes its price list, the rep sees when the new version takes effect.
Additional Features
- Promotion Terms and Exceptional Discounts
- The commercial lead sets promotion dates, products, and outlets. The CRM can check compatibility with contract pricing and route above-limit discounts for approval. Reps see the basis for the order price, and the warehouse receives confirmed terms.
- Checking Receivables Before Order Approval
- Finance defines the payment source, credit terms, and customer limit rules. The CRM can show the last reconciliation date and route orders for approval if the limit is exceeded or a payment is pending review. The decision stays with the order.
- Sales Reporting That Accounts for Returns
- Managers can compare orders, deliveries, and returns by outlet, product, and rep. We’ll agree how cancellations and partial fulfillment are counted so a duplicate import doesn’t inflate sales. The report helps trace differences with the system of record.
CRM Workflow Examples
How teams can divide responsibilities and handle exceptions after rollout.
One Item Is Short on an Order
The warehouse confirms available quantity and flags the shortage. The rep agrees on a partial shipment, a substitution, or a new date with the store.
A Chain Changes Terms for Some Stores
The manager creates a price list version for the affected outlets. Confirmed orders retain their previous price, and new orders use the updated terms from the agreed date.
What to Include in the First Release
We’ll start with one rep’s route and agree how customer groups, outlets, and contracts are represented in the system of record. The rep creates the order, the warehouse confirms stock, and finance checks receivables. The pilot covers a partial shipment and an exceptional price.
The warehouse can continue to use its inventory system. The CRM gives reps the approved terms for an outlet and lets managers track refusals, partial shipments, and follow-ups.
Once we agree on the requirements, we design the screens, build a pilot, and try it against the agreed use cases. We plan the rollout and follow-on modules with your team.
Discuss the First PhaseDevelopment FAQ
How Do We Manage Outlet-Specific Pricing?
A customer or contract can have a price list with a validity period. Each order retains the price applied even if the list changes later.
Can We See Stock from the Inventory System?
Integration depends on the available interfaces. Before implementation, we’ll define what counts as available stock and when reps should see it.
What If the Warehouse Ships an Order in Parts?
If the source system provides shipment items and quantities, the CRM can match them to order lines and show what remains to be shipped.
How Do We Migrate Outlets and Price Lists from Spreadsheets?
We’ll first match the purchasing entity, store addresses, contracts, and SKUs to the system of record. The trial import will cover a customer with several outlets and price lists. Duplicates and unknown SKUs go to review before launch.
What Affects the Cost of a Wholesale Sales CRM?
Scope depends on the number of stock and payment sources, pricing rules, returns, and whether reps need mobile or offline access. For an estimate, share a chain’s price list, an order with a partial shipment, and the discount approval process.
Show Us How a Wholesale Order Moves Through Your Team
To start, share one outlet’s terms, a typical order, and an example of a partial shipment.