Dealer Ordering and Collections System for Food and Beverage Wholesalers

Let's look at a typical day for a food wholesaler. The field rep is out in the field, the customer is on the phone, the warehouse is preparing the dispatch. A supermarket dealer named Demir Ticaret sends a 40 line order over WhatsApp, Yıldız Bayi calls in and asks for 'the usual list', and another customer is waiting for a new order without having paid. All of these orders arrive through different channels, in different formats, and someone has to enter them into the system one by one.

The pricing side is a separate mess. The same case of cola is sold to the chain supermarket at one price, to the neighborhood grocer at another, and to the horeca customer at yet another. Between campaign products, quantity discounts and free goods conditions, the field rep tries to recall from memory which price to give which customer. An invoice issued at the wrong price turns into a return and reconciliation problem later on.

The most critical point is collections. Because payment terms in food are short and the cycle is fast, the balance can grow from day to day. A new dispatch can go out to a dealer who has exceeded their credit limit without anyone noticing. At month end the current account statements do not match, a discrepancy appears between the cash the field rep collected and the collections recorded in the system, and reconciliation meetings drag on for hours.

B2BPro's dealer ordering module lets the dealer place orders through their own panel or the field rep through the field app. The dealer can look at their past orders and say 'repeat the previous order', or add frequently bought products to the cart from a favorites list with a single tap. A 40 line supermarket order drops from a job that takes half an hour by phone to a flow of a few minutes.

Prices and discounts come automatically based on the customer's defined current account group. A different price list is assigned to the chain supermarket group, another to the horeca group, and another to the grocer group. Quantity discounts, campaign conditions and free goods rules are defined in the system; the field rep does not quote prices from memory, the system applies the correct price. This reduces wrong priced invoices and the reconciliation problems caused by later returns.

Because stock and prices come from a single source once the order is confirmed, the dispatch team in the warehouse sees the same data. Thanks to the bank and ERP integration, the order, invoice and current account movement flow automatically; the need to enter data a second time at the office in the evening disappears.

In food wholesaling, managing collection risk at the moment of the order is far cheaper than chasing it afterward. B2BPro lets you define a credit limit, payment term and collateral information for each dealer. When a dealer places an order, the system checks the current balance and the open cheque/note risk; if the limit is exceeded, the order is automatically sent for approval.

To give an example: say Yıldız Bayi has a credit limit of 150,000 ₺ and a current balance of 138,000 ₺. When the dealer enters a new order of 25,000 ₺, the system shows the limit breach instantly, stops the dispatch and routes it to authorized approval. This prevents extra goods going out to a risky customer 'without anyone noticing'. The rule of not opening new orders for a dealer with an overdue balance can be defined with the same logic.

Payment term tracking is also automatic. Dealers who fall overdue are listed, and reminders are set up for payments whose due date is approaching. This way the collections team acts on current balance and overdue data rather than intuition. For the details of risk management, you can also review current account and credit limit management.

In food and beverage, most of the sales happen in the field, at the customer's shop. B2BPro's field sales module lets the field rep place orders during a customer visit from a tablet or phone, see current prices and stock instantly, and check the customer's balance and past purchases on screen. Instead of writing in a notebook and transferring it in the evening, the order drops into the system at the moment of the visit.

Routes and visit plans can be defined; which field rep will visit which dealers in which region on which day is planned. During the visit the field rep can also handle collections, record the cash or cheque received into the system, and generate a receipt. This way the collections gathered in the field match the current account record at the same time; the month end uncertainty of 'money still with the field rep' disappears.

This module also works in step with the pace of cold chain delivery. Orders entered in the field in the morning drop into the warehouse in real time, dispatch is prioritized, and the delivery of products such as ice cream and milk is planned according to the vehicle route. The disconnect between what the field team promises and what the warehouse ships out is reduced.

With cold chain products, delivery time determines customer satisfaction as much as product safety. In B2BPro, orders can be grouped by delivery zone, vehicle and time window; the dispatch team sees from a single screen which order will be loaded first and which route it will go to. Early entered orders are prioritized, minimizing the time perishable products wait in the field.

Shortages or returns during delivery are also recorded. If 2 of the 30 cases of product going to a supermarket are refused due to temperature or damage, this return is reflected in the current account movement instantly and the invoice is corrected accordingly. Instead of an evening debate at the office over 'how many cases came back', the data is entered correctly at the moment of delivery.

Because dispatch and ordering are in the same system, which product is requested how often in which region also becomes visible. This data makes stock and vehicle planning easier on high demand days; especially during the summer months when beverage and ice cream demand climbs, planning rests on past order data rather than blind guesswork.

Month end reconciliation is one of the most time consuming tasks for a food wholesaler. When dozens of transactions, returns, discounts and cash/cheque collections with hundreds of dealers get tangled, the statements do not match. B2BPro's reconciliation module lets you share each dealer's current account statement through the system and have the dealer confirm it; differences appear line by line, and offsetting is done based on records.

On the collections side, dealers can be offered payment options by card via a payment link and virtual POS, and via bank through the direct debit system (DBS). Demir Ticaret can close their 18,000 ₺ debt that has come due through the payment link sent, without coming to the office; the payment hits the current account the moment it is made, and the collections team closes the line on the tracking list. This shortens the collection cycle especially for a wholesaler working with many small dealers.

B2BPro's AI assisted features, developed in early access, aim to flag dealers with high overdue risk and unusual ordering behavior. These features are not live yet and are in development; even once they go live, the final decision is always made by the human collections officer, with the system only offering suggestions and warnings. KVKK and PCI DSS compliance supports the secure processing of payment and customer data in these flows.