- 4,000+Stocked products sold through the branches
- One clickFrom a counter sale to a cash sale or invoice
- ZeroChange in inventory value when a case is broken down
The problem
Live on NetSuite, but the sales counter couldn't keep up
A previous implementation partner took ProSource live on NetSuite with a large product list and branches serving customers face to face. Being live didn't mean the system worked. The trouble showed up at the counter, with a customer waiting, and the team filled the gaps with manual workarounds.
- Payments weren't going through Payments at the point of sale were failing, in the one place where a customer is standing there waiting to pay.
- No defined way to reconcile Nobody had set out how counter sales and payments should be reconciled, so it came down to manual work.
- Too slow for the checkout line The system performed poorly, and staff couldn't enter orders properly while serving customers.
- Pricing that didn't fit The pricing structure was misconfigured and couldn't support the way ProSource actually prices for its customers.
What we did
Rebuild the system around the sales counter
A checkout built for the line
We optimized the scripts that were slowing down the sales order screen and brought in UPC codes and scanners for entering products at the counter. We also gave the branches a dedicated sales counter transaction. Staff enter the sale, then turn it into a cash sale or an invoice with one click. The branch and the customer's tax code carry across, and invoices are set to go out by email. Staff get a warning on the line when a quantity is more than what's available.
Payments that go through and settlements that reconcile
We switched ProSource to a new payment provider, which got counter payments going through. A button on each cash sale shows right away whether the payment was approved, so nobody has to guess.
We also defined how funds get settled, with the credit card providers and with the cash drawers. Counter sales post to undeposited funds and carry their branch, which gives finance a consistent trail to reconcile from.
Pricing with an approval step
Customer price changes now start with a request, by item or by price group. Once a request is approved, the price is written to the customer automatically and the request is marked as done. For selected roles, group pricing is locked against manual edits on the customer record, so their changes go through approval.
Cases broken down on demand
Staff can now break down a case when it's needed, using an inventory adjustment set up for the job. The adjustment won't save unless it nets to zero, so inventory value stays right.
The results
A counter the branches can rely on
ProSource's branches now sell through a checkout built for the way they work, with payments going through, a defined settlement process, pricing under control and cases broken down when needed. VCG also built ProSource's data warehouse, reporting and location-level stock planning.
