Wholesale distribution

Replacing Spreadsheets With a Connected Operations Portal

How a distributor could move purchasing, stock, and order tracking from spreadsheets into one system integrated with accounting.

Illustrative ScenarioNo real client. No measured results.

1 · The business challenge
Purchasing, receiving, and sales orders are tracked in shared spreadsheets. Stock counts are frequently out of date and month-end reconciliation with accounting takes several days.
2 · Existing limitations
- Multiple versions of the same spreadsheet
- No audit trail for stock adjustments
- Accounting entries re-keyed from spreadsheets
- Limited visibility for sales staff on available stock
3 · Proposed solution
A web-based operations portal for purchase orders, receiving, inventory, and sales orders, integrated with the existing accounting software through its supported API.
4 · Implementation approach
1. 01Map the order-to-cash and procure-to-pay processes
2. 02Assess configure-vs-build options
3. 03Design data model and roles
4. 04Migrate and validate historical spreadsheet data
5. 05Deliver in two phases: inventory first, then purchasing
5 · Integrations
- Accounting software
- Email notifications
- Barcode scanning (optional)
6 · Outcome & evidence
This is an illustrative scenario. No results have been measured. A real engagement would establish a baseline before implementation.
Success measures we would track
- Inventory count variance
- Days to complete month-end reconciliation
- Number of manual re-entry steps removed
- Stock availability visibility for sales staff

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