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Order management

To run a company, you need multitasking skills. By gathering all information in the same place you get a total control of the company's processes from order to final invoicing.
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Collect everything in the same place

Having all the information in one place has gone from being “good” to being absolutely necessary, if you are to have a functional digital solution for trading. The digital trade changed the conditions for trade and now there are both suppliers and customers in several channels such as web, social media and EDI. It poses a challenge because it is both difficult and time-consuming to keep your business together with everything from purchasing, stockpiles in different places, delivery to door or pick-up point, part deliveries and much more.

The result is in many cases late nights with much duplication and manual copying of data from one system or Excel sheet to the other. It affects both profitability and the ability to focus on the customer and the products or services. With a time-consuming  complicated administration, you risk that the company does not reach its potential growth.


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How can Extend help?

The solution is to have everything in the same place for complete control and overview. Extend collects all information about purchase, suppliers, articles, orders and transport, which gives a total control in all channels.


Flow of orders

The order is the key to all business activities and the “bearer” of both the products/services that are ordered and sold, but also of financial information and the customer experience. The key to a digital trade and a sharp and good customer offering lies in being able to offer, and above all, handle different order types.

The normal order is usually linked to different cut offs and handles the majority of purchases and sales. It has an expected delivery date and price and quantity are important factors. A normal order should of course be able to handle when the customer wants to have his or her product but also when the customer can get it.

Several order types

Flexibility helps you become effective

Subscription order

The subscription order provides the opportunity to offer end customer subscription to a product / service over a period of time. The interval can be customized according to customer, for example if delivery must take place on a specific day, or if the subscription should be paused for a while. Subscription orders make it easier for the customer and makes it possible to generate recurring revenue with a high margin and low loss of customers.

Replacement order

The compensation order automatically enters and replaces a normal order which for one reason or another cannot be handled in whole or in part. The compensation order is governed by a set of rules that the seller controls and which ensures that the customer receives an equivalent product / service.

Agreed order

Agreed order is a contract order where buyers have determined a certain volume over a certain period. The system makes it possible to allocate balances and declare against the specific volume associated with the agreement. Dynamically, Extend can ensure that the buyer, in the event that he does not know that there is a contract order to cancel from, gets the opportunity to choose in “check-out”. It also dynamically connects to eg. a corporate group so that subgroups or subsidiaries gain access to the main contract for the specific product.

Express order

The express order handles deviations. The express order creates the opportunity to change the normal order to some parts or in full, which is good if you get a supplementary order when the normal order are picked or in cases where the situation requires a quick action that deviates from the standard.

Return order

Today, up to 35% of what is ordered can come back as returns and then it is important to be able to handle both the physical aspects (how do the customer behave, where should the items be sent and when) as well as the financial aspects (when should the goods be credited , how much does the return etc. cost). A good return process is in many cases crucial for profitable and efficient e-commerce.


To show exact available balance, with precise times for the next possible delivery, means that customers choose products that can be delivered, but when the order cannot be delivered in its entirety at the desired time, one must be able to handle back order logic in relation to its customers.

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Lead time

If the order and order types are the key concept in the deal between suppliers and customers, lead time are what makes customer promises can be created and kept. Lead time are the basis for how the business flow, from ordering the goods to final customer delivery, is made and within which times. With the opportunity to set up lead times per process in the flow and allow the system to constantly count them, the seller can offer a number of unique functions and services such as “cross-docking” of direct delivery, shop-in-shop, customer-specific delivery dates, optimized warehouse pick, sourcing from different stock and more.

Lead time are also an important part of calculating  and managing the purchasing function and that the right time in connection with capital tied up and  security in the warehouse.

Overview lead time calculation in Extend (SE)

Advanced article management

Various products and articles are sold to different customer groups and partners. In order to meet all the different needs, the seller must be able to link different properties and attributes to each article. An article may be a so-called structural article with different colors and several different sizes or consist of several articles in a kit (bundled product). This and a number of other features, such as, replacement article, alternative article, documention, sales unit/packaging, are crucial to being able to support and manage if sales can work against different customer groups and different channels.

Supply Logic

Extend presents delivery times and opportunities for co-deleveries based on the customer’s needs and availibility regardless of the distribution method. This enables the handling of large quantities of goods, regardless of which warehouse they exist and optimization of the supply of products/services connected to stores, own warehouses and direct deliveries. Further supporting elements in the supply logic are that the supplier can integrate and interact in the process himself. Examples of this are:

  • Suppliers will automatically receive balance and availibility reports on the status of goods they deliver
  • Suppliers themselves decide on replenishment of stock, announce this to create an expected delivery on stock ie supplier-managed stock.
  • Suppliers can log in and see forecasts on the consumption of the goods they deliver.
  • Suppliers receive orders with designed documents for direct delivery via login to the supplier portal or e-mail.

Customer invoice

Extend handles various forms of payments and distributes invoices in different ways; e-mail, electronic invioce, EDI, via printhouse or manually, ie prints and letters. Everything interacts and is controlled based on rules linked to customer, order types, payment methods and distribution methods.

Business rarely trade with creditcards. Financial regulation between companies usually takes place with some form of credit from the seller to the buyer, eg invoice 30 days. Since the purpose of efficient flows and e-commerce is to minimize administrative time on each order and delivery,  normally no incoming orders are controlled. Therefore, control functions are needed in the system that decides whether the order is to be released for delivery. Extend has built-in credit limit management on all customers who are automatically calculated against the stated maximum values, deliveries and customer payments.

If a customer place an order in e-commerce without approved credit or if there are unpaid invoices, the order will be registered as usual but gets stuck in a review queue. At the same time, the responsible person will receive a notifaction that an order is stuck, and that a decision is needed if the order is to be released or not. In addition, we have the opportunity to create  the invoice before or after the order is produced in stock, which means that it can, for example, be added, or created afterwards on the actually acknowledged volume and thereby adding the right shipping cost which then can also include eg EUR pallets.

Invoice management also means invoice EDI-wise or via e-mail. Of course, the user can also see his invoice in the webshop.

Order management is the key to success! Contact