Your margin per line is set by hand, off a price file three weeks behind your vendor's cost.
We take the vendor cost file from arrival to sell price, contract price and open quotes the same day, with below-floor lines held before they invoice, so you keep the gross-margin points you are currently giving away.
We do it for you. Your workload goes down, not up.
- 832-1174vendor cost file parsed · 412 lines
- SKU-90412sell price under landed cost → held
- QT-20881re-pricing open quotes in Prophet 21
- SPA-3307eligible sales tagged for claimback
01/Where the hours go
The work quietly eating your team's week.
01
Vendor cost files keyed in by hand: an EDI 832 one week, a spreadsheet the next, a PDF the week after, while sell prices and contract prices lag for weeks
02
RFQs arriving as emailed PDFs, sourced and quoted by a CSR, with no expiry enforced and no report of what was quoted and never converted
03
SPA, ship-and-debit and rebate tiers tracked in a spreadsheet, so claimbacks get filed late, short, or not at all
02/How the system works
Vendor cost in, margin guardrails out.
The system watches the vendor mailbox and the EDI feed for a new cost file, whether it lands as an 832, a spreadsheet or a PDF, and parses it line by line against the item master in Prophet 21 or SX.e. It shows the delta: which costs moved, by how much, and which sell prices, customer contract prices and open quotes now sit under the new landed cost. Approved changes write back into the ERP, open quotes are re-priced, quotes past their expiry stop being honored, and any order line that would invoice below your floor margin is held until someone with authority releases it. Eligible sales are recorded against the right SPA so the claimback actually gets filed. A buyer approves the price move; the system does the arithmetic on every line underneath it.
- 01
Catch the cost file
New vendor cost files are picked up the day they land, as an EDI 832, a spreadsheet, or a PDF attachment nobody was going to key until Friday.
- 02
Show the delta
Every line is compared to the item master in Prophet 21 or SX.e: cost change, resulting GP%, and which contract prices and open quotes now sit underwater.
- 03
Write the prices
Approved sell prices and price-matrix changes post back to the ERP, open quotes are re-priced, and a quote past its expiry gets flagged before somebody honors it.
- 04
Hold the floor
Order lines below your floor margin are held for release, and eligible sales are recorded against the SPA so the claimback gets filed on time.
- /Native integrations. We write into the systems you already run (Prophet 21, NetSuite, SX.e, Acumatica, Cin7, or QuickBooks and a folder of spreadsheets), not a parallel tool you have to adopt.
- /Real document extraction. We parse the emailed PO, the scanned packing list, the portal export and the retailer's deduction detail reliably, not regex on a happy path.
- /Multi-system orchestration that handles exceptions. The line keyed as eaches instead of cases, the contract price that expired, the SKU that is not in the item master: routed to a person with the backup attached, not dropped.
- /Built to run in production for years. Monitored and maintained under the partnership, not handed over and abandoned.
03/What it's worth
Recover the money, get ahead of it, keep the customer.
01
Stop giving away points
A vendor increase reaches your sell price and every contract price under it within a day of the file arriving, and negative-margin lines never invoice at all. The recovery shows up where you already look: gross-margin points.
02
Claim the rebate money
SPA, ship-and-debit and growth-tier dollars get claimed against the actual sales that earned them, not against whatever the spreadsheet caught before quarter close.
03
Quote before they move on
RFQs come back the same day with cost, availability and SPA price already checked, and every quote that never converted lands on a list with the dollars on it.
04/Is this you?
You're a Operations Manager, Branch Manager, Purchasing Manager, or the President / Owner / VP of Finance who feels it, at a US distributor doing $10M-$100M with the work above spread across three people and a spreadsheet.
Your last vendor cost file is enough for us to show you which sell prices are underwater today. That is one email from your team and nothing else.
Start with a 30-minute scoping call.
Andrew walks your Industrial & Wholesale workflows, tells you plainly what is worth automating, and what it would take.
We do it for you. Your workload goes down, not up.