Auto-pilot · this week, Mon 9 Nov to Wed 11 Nov

Automations

Each rule is a WHEN and a THEN in plain English. 18 of 18 rules are on. This week 53 orders landed (35 from the three stores, 11 read from email and WhatsApp), they priced and checked 80 lines and sent 36 invoices to Xero, about 23 h 10 min of work nobody had to do.

What they did today
Between the three stores and Xero, this week
Every order passes these rules in turn. Nobody re-types it on the way. Tap a rule to see what it did; switch it off below and its box goes grey.
23 h 10 min
handed back this week, from 400 runs
1Landsthree Shopify stores, email, WhatsApp, phone, yard
Shopify orders straight on the board35 Shopify orderspaid at checkout, none typedOff: back to a personRead email and WhatsApp orders11 orders read22 lines from email and WhatsApp, none typedOff: back to a personUnsure reads go to a person2 unsure readsheld for a person, nothing guessedOff: back to a personDuplicate catch1 duplicate caughtentered onceOff: back to a person
2Priced and checkedas each line lands
Customer’s own price80 lines priced2 contract, 26 band, 52 website priceOff: back to a personMargin floor1 old price stopped80 lines checked against cost plus 12%Off: back to a personCredit and payment check49 orders checked11 trade accounts against their limit, card orders for payment; 3 held, none lostOff: back to a person
3One stock countstores, intake, back-orders
One stock count for all three stores100 stock pushes27 today, each to all three storesOff: back to a personSold out means sold out0 oversells stopped15 lines show sold out on every store nowOff: back to a personBack in stock from intake3 lots stacked18 lines topped up on all three storesOff: back to a personBack-orders first0 runs yet5 back-ordered lines wait for PO-3114Off: back to a person
4Out the door and into Xeroslots, picking, customers, buying
Delivery slot calls14 slot calls to makeeach on the first run with room; the customer is rung to bookOff: back to a personPick lists by bay13 pick lists releasedone per run, sorted by yard and bayOff: back to a personAnswer "where is my delivery?"1 delivery question answeredwith the lorry’s drop number and timeOff: back to a personSample follow-ups7 follow-up calls due11 of 35 samples sent turned into ordersOff: back to a personInvoices to Xero36 invoices sent to Xero£68,690 inc VAT, nothing re-keyedOff: back to a personChase overdue invoices1 reminders and statementsJanet gets the calls at 21 daysOff: back to a personReorder rule1 PO drafted2 lines under the reorder point nowOff: back to a person
On
WhenThen
Shopify orders straight on the board
A-01Orders
WhenAn order is paid on any of the three stores
ThenPut it on the board with its delivery method and keep the stock; nobody re-types it
7last 10:41
35Shopify orders
2 h 55 min
Read email and WhatsApp orders
A-02Orders
WhenAn order lands in the info inbox or on the WhatsApp line
ThenRead each line, match it to a product (their words or a photo of their list) and put the order on the board
8last 10:31
11orders read
1 h 17 min
Unsure reads go to a person
A-03Orders
WhenA line is read with less than 90% confidence or matches two products
ThenHold just that line and show the person the original next to the guess
2last 10:31
2unsure reads
8 min
Back in stock from intake
A-06Intake
WhenA lot passes QC and is stacked in a bay
ThenAdd its packs to stock and put the line back on all three stores
1last 10:20
3lots stacked
1 h
Customer’s own price
A-07Pricing
WhenA trade line is entered or read
ThenPrice it at the contract price or band for that account; website orders keep the website price
27last 10:31
80lines priced
40 min
Margin floor
A-08Pricing
WhenA trade line would sell below cost plus 12%
ThenStop the price, use the account’s rate, and note the price it carried
27last 09:12
1old price stopped
16 min
Credit and payment check
A-09Money
WhenAn order is priced
ThenHold it (not lose it) if it takes a trade account over its limit, the account is on stop, or a card link is unpaid
16last 10:31
49orders checked
1 h 38 min
Duplicate catch
A-10Orders
WhenThe same order arrives twice
ThenLink the copy to the first order and enter nothing twice
1last 07:44
1duplicate caught
10 min
Delivery slot calls
A-11Delivery
WhenA paid order needs a hiab, Moffett, tipper or pallet slot
ThenPut it on the call list for the customer experience team, with the first day the lorry has room
14last 10:42
14slot calls to make
42 min
Pick lists by bay
A-12Yard
WhenA run’s release time comes round
ThenGroup its orders into one list sorted by yard and bay, oldest lot first, short lines flagged
2last 10:00
13pick lists released
5 h 25 min
Reorder rule
A-13Buying
WhenA bought-in line falls under its reorder point (sales during the lead time plus a week)
ThenDraft a purchase order sized to four weeks of sales and ask for an OK
1last 09:30
1PO drafted
20 min
Invoices to Xero
A-14Money
WhenIt is 18:00
ThenSend every delivered or collected order to Xero as an invoice, at the prices on the order; Shopify orders marked paid
0Yesterday 18:00
36invoices sent to Xero
3 h
Chase overdue invoices
A-15Money
WhenA trade invoice is 7, 14 or 30 days overdue
ThenEmail a reminder, a statement or a final letter; give Janet a call at 21 days; put the account on stop at 35 days
0last 07:00
1reminders and statements
5 min
Answer "where is my delivery?"
A-17Delivery
WhenA customer asks when their lorry is coming
ThenReply with the hiab’s drop number and ETA, or the pallet network tracking
1last 09:27
1delivery question answered
6 min