Case · Distribution · Beverage distributor with three channels
The owner found out a channel had dropped 14% when the month closed. Now he finds out the next day.
A database that pulls in the ERP, the order app and the logistics spreadsheet every two hours. Eight rules check the data every day at 8am and send a WhatsApp alert to whoever needs it.
The context
Neuquén · 48 people · three channels: wholesale, convenience stores and the order app · ERP, app and logistics spreadsheet.
Integrated withERP · order app · logistics spreadsheet · WhatsApp.
The capabilityAutomatic reports with alerts
01
What nobody knew
Nothing, until the month closed. And at close, two people gave two different sales figures, because one subtracted credit notes and the other didn't.
What was looked at, and what wasn't
An Excel sheet that administration built every Thursday, six hours of work, with data from the ERP, the app and the logistics spreadsheet. It got looked at on Friday, and it told you what had happened up to Wednesday.
02
What showed up when we looked
In the first month with daily rules, three things showed up that the weekly report wouldn't have caught in time. A customer that accounts for 7% of sales cut their weekly order in half; the salesperson called the next day, found out they'd gotten an offer from a competitor, and matched it. A price list got loaded wrong in the app, with one product at 40% of its price: the alert arrived at 8am the next morning, with 90 orders placed instead of 1,400. And the wholesale channel had been dropping 3% a week for five weeks straight, and nobody had noticed because no single week stood out on its own.
03
What decision changed
All three alerts led to action the same day. And for the first time, someone wrote down what “net sales” means: one single definition, credit notes subtracted, for everyone. Deviations detected: 7 a month, 5 with action taken. Sources: from 4 to 1. The six hours on Thursday no longer exist.
04
What we built
A database that pulls in the ERP, the order app and the logistics spreadsheet, every two hours. Every number has a written definition. On top of that, eight rules check the data every day at 8am and send a WhatsApp alert to whoever needs it: the salesperson if it's their customer, logistics if it's a delivery, the owner if it's a channel. At 8:30 the owner gets a one-screen summary. What to do with each alert is decided by the person who gets it.
How it works
Comes in
Goes out
The ERP, every two hours
The order app
The logistics spreadsheet
The system
Gathers, defines, alerts
Gathers
Defines
Alerts
Eight rules, every day at 8am. One single definition of “net sales”.
WhatsApp alert to whoever needs it
The one-screen summary, at 8:30
What to do with each alert is decided by the person who gets it.
05
How it's measured from here on
Alerts a month and % with action taken, sources up to date (days with every source refreshed). The owner looks at it at 8:30.
