A controlled first rollout
Move your distribution process from spreadsheets in small, checked steps
Moving to a new system starts with agreeing which records are current and who owns each task. Keep your original spreadsheet backup, prepare a small clean sample and reconcile the new workflow before a full rollout. This guide describes a practical transition; it does not promise a universal automatic spreadsheet importer.
See the current packages and allowances before you choose.
Which records should you prepare first?
Prepare products and their units, customer shops and areas, staff responsibilities, opening stock and reconciled customer balances. Remove duplicate customer/product rows in the working copy and agree the currency before entry. Preserve the original file separately so a correction can be traced.
- Give each product a clear name, unit and consistent barcode where used.
- Check shop names, addresses, areas and usable locations.
- Separate unpaid customer amounts from expected future orders.
- Record the stock-count date and explain pending/unapproved transactions.
How do you test the new records?
Enter a small set through the supported category, product, area and customer forms. Record a trial stock invoice using the intended approval process. Ask support to confirm any needed bulk import or opening-balance process before planning around it; do not assume a CSV file can be uploaded to every page.
Prepare one example account
Set business details/currency, then add a few products, one area and a customer shop.
Run a real-shaped trial
Create an order, check its approval path, assign the responsible person and record a delivery and partial collection.
Reconcile the outcome
Check the correct stock report, order details, receiving and remaining customer amount against your worked example.
How do you avoid entering the same work twice?
Choose a cutover date and assign responsibility for records before and after it. If you run both processes for comparison, label the trial and agree how it will be reconciled. Do not book the same real sale again just to copy an old spreadsheet total; first confirm the supported method for historical or opening records.
Keep an exception list for unmatched balances, unclear quantities and orders still awaiting delivery. Resolve those records with the person who performed the work before treating the new system total as final.
When should the wider team start?
Start when the sample is reconciled and the administrator, order taker and salesman understand their responsibilities. Confirm current allowance limits, printer/receipt behavior and any offline POS preparation on the devices that will be used. Keep the original records available for reference during the first reviews.
Your next step
Try the workflow with your own business
Start with a small product list and a trial customer. Check stock, delivery, receiving and any local requirements before a wider rollout.