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Auto-pilot · this week, Mon 12 Oct to Thu 15 Oct

Automations

Each rule is a WHEN and a THEN in plain English. 16 of 16 rules are on. This week they read 83 orders, priced and checked 1,398 lines and posted 155 invoices to Xero, about 80 h 35 min of work nobody had to do.

What they did today
Between the fax machine 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.
80 h 35 min
handed back this week, from 4,791 runs
1Landsfax, email, PDF, phone, portal
Read every order once83 orders read682 lines, none typedOff: back to a personDuplicate catch1 duplicate caughtentered onceOff: back to a personUnsure reads go to a person2 unsure readsheld for a person, nothing guessedOff: back to a person
2Priced and checkedas each line lands
Customer’s own price1,398 lines priced54 contract, 1,309 band, 35 promotionOff: back to a personMargin floor1 old price stopped1,398 lines checked against cost plus 12%Off: back to a personStock check as it is entered1,398 lines checked7 short, each handled by the account's ruleOff: back to a personCredit check161 orders credit-checked2 held, none lostOff: back to a person
3Out the doorruns, picking, customers
Build tomorrow’s runs159 orders put on runs26 drops on Friday's runs so farOff: back to a personRelease pick lists by route20 pick lists releasedone per route, sorted by locationOff: back to a personAnswer "where is my delivery?"1 delivery question answeredwith the van's drop and ETAOff: back to a personPortal confirmations39 portal confirmationseach with a tracking linkOff: back to a person
4Money and stockXero, payments, buying
Invoices to Xero155 invoices posted to Xero£72,022 inc VAT, nothing re-keyedOff: back to a personMatch remittances66 payments matched£36,009 marked paid here and in XeroOff: back to a personChase overdue invoices59 reminders and statementsSue gets the calls at 21 daysOff: back to a personReorder rule3 POs drafted3 lines under the reorder point nowOff: back to a personBack-orders first0 runs yet5 back-ordered lines wait for PO-2230Off: back to a person
On
WhenThen
Read every order once
A-01Orders
WhenA fax, email or PDF lands in the order inbox
ThenRead each line, match it to a product (their codes or their words), and put the order on the board
17last 10:31
83orders read
8 h 18 min
Unsure reads go to a person
A-02Orders
WhenA line is read with less than 90% confidence or matches two products
ThenHold just that line, show the person the original next to the guess
2last 10:31
2unsure reads
8 min
Customer’s own price
A-03Pricing
WhenA line is entered or read
ThenPrice it at the contract price, promotion or band for that account
212last 10:31
1,398lines priced
11 h 39 min
Margin floor
A-04Pricing
WhenA line would sell below cost plus 12%
ThenStop the price, use the account’s rate, and note the price it carried
212last 09:12
1old price stopped
4 h 40 min
Stock check as it is entered
A-05Stock
WhenA line is priced
ThenKeep the stock for this order; if short, follow the account’s rule: swap, part-ship or ask
212last 10:31
1,398lines checked
11 h 39 min
Credit check
A-06Credit
WhenAn order is priced
ThenHold it (not lose it) if it takes the account over its limit or the account is on stop; give Sue the task
25last 10:31
161orders credit-checked
5 h 22 min
Duplicate catch
A-07Orders
WhenThe same order arrives twice
ThenLink the copy to the first order and enter nothing twice
1last 07:44
1duplicate caught
10 min
Build tomorrow’s runs
A-08Delivery
WhenAn order passes its checks
ThenPut it on its route and day, in drop order, until the 15:00 cut-off
31last 10:31
159orders put on runs
5 h 18 min
Release pick lists by route
A-09Warehouse
WhenA route’s release time comes round
ThenGroup its orders into one list sorted by location, short lines flagged
2last 10:15
20pick lists released
8 h 20 min
Reorder rule
A-10Buying
WhenA 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
3POs drafted
1 h
Invoices to Xero
A-11Money
WhenIt is 18:00
ThenPost every signed-for delivery as an invoice in Xero, at the prices on the order
0Yesterday 18:00
155invoices posted to Xero
4 h 30 min
Chase overdue invoices
A-12Money
WhenAn invoice is 7, 14 or 45 days overdue
ThenEmail a reminder, a statement or a final letter; give Sue a call at 21 days
1last 07:00
59reminders and statements
4 h 55 min
Match remittances
A-13Money
WhenA remittance email arrives
ThenMatch the payment to its invoices and mark them paid
1last 08:05
66payments matched
13 h 12 min
Answer "where is my delivery?"
A-14Delivery
WhenA customer asks when their drop is
ThenReply with the van’s drop number and ETA
1last 09:27
1delivery question answered
6 min
Portal confirmations
A-15Portal
WhenA portal order is placed
ThenEmail the confirmation and a tracking link
4last 06:48
39portal confirmations
1 h 18 min
Back-orders first
A-16Stock
WhenA purchase order is booked in
ThenFill back-ordered lines before anything else and tell each customer
0Waiting for PO-2230
0runs yet
0 min