Short answer
There are four ways: typing orders in by hand, importing a file in your ERP's template, an EDI or API connection that loads orders automatically, or a tool that reads orders in any format and creates them in your ERP. Most brands use a mix. Whatever the route, check codes, prices and stock before the order goes in.
What are the options?
| Route | How it works | Effort | Best for |
|---|---|---|---|
| Manual entry | Sales admin types each line into the ERP | High, on every order | A few small accounts |
| File import | The order is copied into an Excel template your ERP can import | Medium | Regular file orders |
| EDI or API | Orders flow from the retailer's system to your ERP, usually through a provider | Low per order, high to set up | Large retailers that require it |
| Order-reading tool | Reads PDF, Excel, email and portal orders, matches the codes and loads them | Low | Brands with many formats and accounts |
What has to happen before an order goes in?
- Translate the codes. Match each retailer code or EAN to your style, colour and size.
- Check prices against the agreed terms, including special discounts.
- Check stock as it is today, not last week.
- Check the order is new, not a duplicate or a revision.
- Enter special prices correctly, so the invoice matches what you agreed.
Point 5 is easy to miss. The ERP prints the invoice from what was entered, not from what was agreed by email.
From the field
We once agreed special prices with a buyer after several days of discussion. The discount was not entered correctly, so the ERP printed the normal prices on the invoice. The retailer's warehouse saw the mismatch and rejected the delivery. In total, it cost us 8% of the order.
From a European fashion brand. The full story is in our guide on order errors.
Who does the work?
In most brands, two people touch each order. The key account manager reads it first and checks that prices and quantities make sense. Then sales admin re-types it in a format the ERP can take, checks stock and uploads it.
The weak point is the time in between. Every day an order waits, stock moves and the delivery date gets closer.
Where Gatsbee fits
Gatsbee reads each order, matches it to your products, checks it against your terms and uploads it to your ERP, or gives you an ERP-ready file in your own format. Only the exceptions you define reach your team. How Gatsbee automates order entry.
Questions
Can my ERP import orders from Excel?
Most ERPs can import orders from a file in a set template. The work is getting each retailer's order into that template, with your codes.
What is the most common error when entering orders?
Prices. Special discounts and terms are agreed by email, then entered wrongly or not at all. The error shows up later, on the invoice.
Should orders be entered before or after confirming them?
Check first, then enter and confirm. An order entered before it is checked can reach the warehouse with a wrong price or a line you cannot supply.
Alexis
Co-founder, Gatsbee
15 years in wholesale. Former CEO of a European lingerie brand selling to retailers across the UK, France and Germany.
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