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BUILDING AND HARDWARE

Trade-counter orders and supplier substitutions, reconciled at the bay.

Contractors order by email, WhatsApp and a scribbled list at the trade counter, in bags, lengths and boxes. Weeva reads them into the ERP, and on the buy side names every substitution and short delivery before the GRV posts.

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Illustrative example: a fictional supplier's delivery note compared line by line with its purchase order and posted to the ERP as a GRV.

What does order automation look like for building and hardware?

Order automation for a building and hardware supplier reads contractor orders from email, WhatsApp and photographed trade-counter lists, matches mixed units such as bags, lengths and boxes to your catalogue, and creates the sales order in the ERP. On receiving, supplier substitutions and short deliveries are named before the GRV posts.

How do orders arrive in building and hardware?

Trade-counter and email orders in mixed units, supplier substitutions and short deliveries.

  • Inline email
  • WhatsApp messages
  • Photos of handwritten lists
  • PDF purchase orders

One order, start to finish.

Kliprand Hardware Supply is a fictional building and hardware supplier in Bloemfontein serving contractors and builders.

  1. 01 · Kliprand Hardware Supply

    A delivery arrives short and substituted.

    At 11:36 Pieter van Rooyen photographs the Tweespruit Timber and Cement delivery note: 40 bags of cement, not 50, and a different brand of roofing screws.

    Illustrative example: a fictional supplier's delivery note photographed on a phone at the receiving bay.
  2. 02 · Kliprand Hardware Supply

    Weeva names both discrepancies.

    The note is matched to the purchase order line by line. The cement is flagged short and the screws as a substitution, with the closest catalogue match proposed.

    Illustrative example: a fictional supplier's delivery note compared line by line with its purchase order, with the short delivery and the substitution flagged.
  3. 03 · Kliprand Hardware Supply

    The GRV posts, balance open.

    Pieter accepts the substitution at 11:48 and the GRV posts to Sage 200 Evolution for what arrived. Ten bags stay open, and finance sees both differences when the invoice comes in.

    Illustrative example: an audit log of fictional users showing who changed what, and the value before and after.

Receiving in building and hardware.

Suppliers substitute brands and short-deliver popular lines. If the delivery note is captured later, the substitution goes unnoticed and the invoice is paid in full.

Products and features for building and hardware.

  • Sales Order Automation

    Customer orders in any format, posted to your ERP as clean sales orders.

  • Goods Receiving Automation

    Delivery notes photographed at the bay, matched to the PO, posted as a GRV.

  • WhatsApp Ordering

    Orders read straight out of WhatsApp, with amendments, duplicates and merging handled.Feature of Sales Order Automation

Read the guideHow to automate the three-way match without changing your ERP

Integrations common in building and hardware.

Common questions in building and hardware.

Can Weeva read a photographed trade-counter list?

Yes. Photos of handwritten lists and order books are read like any other document, then matched to your catalogue. Lines Weeva is unsure of, such as an unclear quantity or an ambiguous product, are flagged for your counter staff to confirm before the order is created.

How does it handle bags, lengths and boxes?

Units of measure are calibrated to your catalogue per customer and per product. A contractor ordering "6m" of a timber length and another ordering "2 lengths" are both resolved to the unit you sell, and a quantity that does not fit the pack is flagged, not rounded.

What happens when a supplier substitutes a product?

The substitution is flagged at the bay, the closest catalogue match is proposed, and the receiver accepts or rejects it before the GRV posts. The decision is recorded, so when the supplier invoice arrives, finance can see why it differs from the purchase order.

Are short deliveries left open on the purchase order?

Yes. The GRV records what actually arrived, and the balance stays open on the purchase order until the rest is delivered or you close it. Short deliveries are named at the bay rather than discovered when the invoice is paid in full.

See Weeva on your own orders.

Bring three of your own orders or delivery notes and we'll process them live.

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