Solutions · By industry
Hundreds of suppliers and customers, one way of working.
Distributors sit between many suppliers and many customers, each with their own documents. StencilFlow reads customer orders, matches lines to your article master and agreed prices, sends exceptions to the desk and delivers an ERP import plus order confirmation. Supplier price lists and product data follow their own confirmed routes.
What lands in the inbox
- Purchase orders
- Price lists
- Product sheets
- Order confirmations
Read, checked against your data and handed off, with people deciding the exceptions.
The flow
From inbox to system, step by step
Every case follows the same visible path. Where a rule cannot decide, a person does.
- Mailbox
- Read
- Map
- Check
- Review
- ERP
Step by step
How it runs, step by step
A worked example with made-up names. Rules do the checking; people decide what the rules cannot.
- 1
Customers and suppliers write in
Orders arrive in every format, and suppliers send updated price lists on top of them.
PDFNorthwind Supply orderXLSXBirchwood Games orderEMAILOrder in email bodyXLSXAcme Toys price listOrders go to the order desk, supplier price lists to purchasing
- 2
Match lines to the article master
The customer's article numbers and descriptions are matched to your own article numbers.
Order 8820 · Birchwood Games
Their codeQtyPriceBG-55486.40BG-611211.20BG-90303.85 - 3
Check the customer's price agreement
Each line is compared with the agreed price for this customer, from tables your team owns.
On the order
- BG-61 price11.20
- BG-55 price6.40
Agreed price
- BG-61 price10.80
- BG-55 price6.40
- 4
Rules decide, line by line
Your tolerances run on every line. Lines that pass never reach a person.
- Customer and delivery address knownPass
- Every article maps to an article numberPass
- Price within the agreed bandwidthReview
- Quantity in stock or deliverablePass
Human review - 5
Exceptions go to the desk
The desk sees only the line that needs a call, with the order beside it.
Source
XLSXBirchwood Games orderRead
- ArticleBG-61
- Price on order11.20
- Agreed price10.80
Above agreed priceAccept or correct - 6
Supplier prices update the master
Supplier price lists follow their own route: table found, a person confirms the mapping, changes go out as a file for upload.
Remembered: Acme Toys
- Wholesale priceCost
- Item noSKU
Maps itselfXLSXAcme Toys, next list - 7
Into the ERP, confirmed to the customer
A clean import per order and an order confirmation, with every line traceable.
- ERP importFile or API call per order
- Order confirmationTo the customer
- Exceptions logDecisions and who made them
Orders go to the order desk, supplier price lists to purchasing
Before and after
Wholesale & distribution, with and without StencilFlow
Today
- Each counterparty needs its own manual routine
- Price and product updates lag behind
- Order desk capacity limits growth
With StencilFlow
- One governed workflow per document type
- Supplier changes absorbed without new projects
- Order desk focuses on exceptions and customers
Rules
Checks that run on every case
Your rules and reference data, applied the same way every time. Each outcome records which check passed or failed.
- Article and customer known
- Price within bandwidth
- Complete data per line
Connects to
Hands off to the systems you run
- SAP
- M3
- Exact
- Other ERP
Through an API, an import file or a mailbox. About actions and integrations
In practice
Orders and price lists from every supplier and customer layout, checked before they reach the ERP.
Related
Related solutions
Ready to look at your inbox?
Bring one process and a handful of real documents. We show you the path from inbox to decision, on your own data.