Document generation by sector
Document generation automation for wholesalers
Wholesalers produce documents in volume and in many versions: price lists for each customer band, quotes for one-off orders, delivery notes with every consignment, monthly statements of account and sheets announcing new lines. When these are built by hand in spreadsheets and word processors, prices drift from the system, customers receive the wrong band and statements disagree with the ledger. Generating them from the product, price and account data you already hold keeps every document consistent with the system of record.
This page covers the documents wholesalers send. Electronic ordering with large customers is covered on the API integration for wholesalers page.
Illustrative diagram
Order and accounts system
- Product data
- New-product sheets
- Price lists
- Prices
- Bands
- Quotes
- Orders
- Picking
- Delivery notes
- Ledger
- Statements
- Overdue flags
A wholesaler's document set
| Document | Generated from |
|---|---|
| Customer price list | Product data and the customer's price band or agreement |
| Quote | Selected products, quantities and the customer's prices |
| Delivery note | Picked order lines and consignment details |
| Statement of account | Customer ledger for the period |
| New-product sheet | Product records, images and pack details |
Price lists that match the system
A price list should be a view of the prices your order system will actually charge. Generate each list from the product data and the customer's band or agreement, with a date and validity period printed on it, and send a new version whenever prices change. Customers then never order from a list that disagrees with the invoice. Include only active products, with pack sizes and minimum quantities, and mark new and discontinued lines clearly.
Keep a copy of each list sent, so a later query about an old price can be answered.
Delivery notes and part deliveries
Delivery notes should reflect what was actually picked, not what was ordered. Generate them after picking, listing delivered quantities, items to follow and any substitutions, with the customer's order reference. That reduces disputes at goods-in and gives the accounts team the right basis for invoicing.
Statements customers can reconcile
Monthly statements generated from the ledger, showing invoices, credits, payments and the balance by age, help customers' accounts teams reconcile and pay. Send them automatically at month end to each customer's accounts contact, and flag overdue balances for the credit controller rather than relying on the statement alone to prompt payment.
Checks before documents go out
Prices
- Customer assigned to a band or agreement
- No product without a price
- Large price changes reviewed
Deliveries
- Quantities from picking, not ordering
- Substitutions shown
- Customer reference present
Statements
- Balance matches the ledger
- Correct accounts contact
- Disputed items marked
Example: price lists for three bands
Illustrative example — not a client case study
Situation: A wholesaler sends price lists by editing a master spreadsheet for each of three customer bands, and customers sometimes order at outdated prices.
- Lists are generated from the order system's prices for each band, dated and valid for a stated period.
- When prices change, new lists are generated and sent to each band's customers automatically.
- Each list sent is archived against the customer, so queries can be answered.
What this shows: Orders at outdated prices fell, and the spreadsheet was retired. This example is illustrative.
New-product sheets
When new lines arrive, a sheet generated from product records, with images, pack sizes, barcodes and prices for the customer's band, can go to sales reps and customers the same day. Complete product data is the prerequisite; generation exposes gaps quickly.
Where to start
Start with whichever document causes the most queries, often price lists or statements. Check that the data behind it is complete, generate it for a sample of customers, compare with what was sent by hand, then switch over.
Quotes for larger or one-off orders
Quotes for larger orders or special pricing should be generated from the customer's record and the chosen products, with any special price recorded as an approved exception and a clear expiry date. When the quote is accepted, it should convert into an order at the quoted prices without retyping, and the special price should not leak into future orders unless agreed. Quotes that expire unused can prompt a follow-up for the sales rep.
Where margins on a quote fall below a set level, route it for approval before it is sent.
Documents for sales reps
Reps visiting customers benefit from current price lists, account summaries and new-product sheets on their phones or tablets, generated from the same data as everything else, so they never quote from an old printout.
Questions about document generation automation for wholesalers
Which wholesale documents can be generated?
Price lists, quotes, delivery notes, statements and new-product sheets.
Can each customer get their own price list?
Yes, generated from their band or agreement in your order system.
Should delivery notes show what was ordered?
They should show what was picked, with items to follow and substitutions.
Can statements be sent automatically?
Yes, generated from the ledger at month end to each accounts contact.
What if product data is incomplete?
Generation will expose gaps, which should be fixed at source.
Where should wholesale document generation start?
With the document that causes the most customer queries.
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