Step-by-step plan for an efficient Order Entry process for sales

Many wholesalers suffer from an invisible loss: the time that elapses between a sales representative leaving a customer and the order actually appearing in the ERP system. Handwritten notes, WhatsApp photos of shelves, and Excel lists create enormous administrative pressure on the back office and increase the risk of costly errors.

An efficient Order Entry process is about removing these barriers. In this guide, we explain how to set up a workflow that combines speed with 100% data integrity.

At a glance: The path to Sales Excellence

• Direct Entry: Move order entry from the office to the moment of customer contact.

• Validation at the source: Let the system check if data (like SKUs and quantities) is correct before submission. 

• Real-time Insight: Ensure sales has instant access to current stock and customer conditions from the ERP. 

• AI Acceleration: Use smart tools to instantly digitize informal data like handwritten notes.

Step 1: Preparation and Data Integrity

A good process starts at the source. Ensure your product data in the PIM and your customer data in the ERP are in order. Nothing slows down a sales process more than a rep having to call the office to verify a price. By maintaining a 'Single Source of Truth,' the salesperson can be confident they are working with the correct information.

Step 2: Digital Entry on Location

The greatest gain lies in eliminating duplicate work. Instead of "re-typing" orders later, the rep enters them directly via a specialized Order Entry app. Thanks to an offline mode, this can even be done in warehouses without reception. Customer-specific prices and tiers are applied directly from the ERP.

Step 3: Use the AI Order Assistant for 'Fast' Orders

Not every order is searched for item by item. Sometimes a customer simply points to a shelf or hands over a list of codes. This is where AI makes the difference:

• Scan & Order: Take a photo of a handwritten list; the AI recognizes the items and places them directly in the cart.

• Shelf Restocking: Scan a shelf and let the software generate an ordering recommendation based on historical data.

"It’s about keeping the technology simple for the people who use it every day. When a tool truly works for you, you only notice it at the end of the day because you had more time for your customers and less for your screen." - Wesley Regtuit, Business Line Manager at PLGGR.

Step 4: Validation and Instant Confirmation

Before the order is pushed to the ERP, an automatic validation takes place. Is a purchase order number missing? Is an item out of stock? The app provides an immediate alert. Once the order is sent, the customer receives an instant confirmation. This significantly reduces the pressure on customer service.

Step 5: Automatic Synchronization with the ERP

The final step is the technical processing. Via an API or Middleware, the order is shot into the ERP in real-time. The back office only needs to manage exceptions instead of processing every order manually.

Conclusion: Peace of mind on the work floor

By following this step-by-step plan, you transform the sales operation from an administrative burden into a well-oiled machine. Your team spends less time typing and more time advising. The result is not only higher efficiency but also a professional image towards your customers.

Curious how to translate this plan to your own organization? Experience the calm of a streamlined process and the speed of our AI tools. Book a 20-minute demo call and let us show you how PLGGR takes your sales operation to the next level.