Check wholesale orders before release
Order quantities, customer terms, and shipping expectations do not line up.
For brands reviewing retailer orders before they reach fulfillment.
What good looks like.
The released order matches approved quantities, terms and shipping expectations.
- Starts when
- A buyer submits an order or revised purchase order.
- Accountable owner
- Wholesale operations lead
Where AI could help.
AI could summarize deviations from account terms. Sales, finance and inventory owners approve commercial exceptions.
How the work could move.
A suggested process to adapt to your team. Each handoff needs a clear owner and a visible check.
Identify the version
Sales operations
Match buyer PO to company/location and check previous orders or revisions.
Ready when: The team has one current version and no duplicate release.
Check the lines
Order reviewer
Validate assortment, case packs, MOQ, price, terms and available quantity.
Ready when: Every rule failure is listed with the relevant account agreement.
Agree exceptions
Account manager + approvers
Confirm ship-to, requested window and any quantity, margin or credit overrides.
Ready when: Exceptions have the right approvals and buyer confirmation.
Release and compare
Wholesale operations
Release the approved version and compare the fulfillment record with the review sheet.
Ready when: Warehouse quantities and dates match the confirmed order.
Explore the setup, checks, and exceptions
Start with your tools.
Use an order-review sheet alongside the existing wholesale portal or ERP. Preserve buyer PO and revision identifiers through imports.
When things go wrong.
- A revised buyer PO must supersede rather than duplicate the original.
- Insufficient stock needs an agreed split or revised quantity.
- Location-level terms may differ from the parent account.
A useful first step.
Review an order revision with a case-pack mismatch and verify only the approved version reaches fulfillment.
What to measure
Measure first-pass acceptance, exception age and corrections after release.
Want this working with your team and tools?
Build it yourself, adapt what you already have, or work with us. We can help you choose where to start and handle the technical build.