Wholesale & Distribution

In the "Wholesale" menu, items are listed in the order of the daily workflow, with less frequently used pages under "Wholesale · More". What is explained step-by-step in the chapter Inventory & Stock is only briefly mentioned here.

• Inventory: Inventory overview with low stock, expiring batches, and recent movements.
• Order Inbox: Review and release orders from email, PDF/fax, WhatsApp, voice message, and AIRIS chat — see "Order Inbox" below.
• Picking: Pick list per order with warehouse location, quantity, and FEFO batch. Under "Workflow", you can set whether goods are reserved upon order, whether partial deliveries are allowed, whether delivery notes and invoices are prepared automatically ("Create Delivery Note Automatically", "Create Invoice Automatically" — both only via the Autonomy button), and the margin guard.
• Shipping: Shipping always linked to a delivery note, with carrier, tracking number, and tracking link.
• Routes: Distribute delivery notes to routes per vehicle and driver; the driver completes their stops in the AIRIS app.
• Customer Assortment: Assortment, customer item numbers, and master list per customer — see below.
• Conditions: Price lists with quantity tiers and, per customer, payment terms, cash discount, credit limit, and delivery block; you also create the personal order link here.
• Delivery Notes: Create and send delivery notes as order confirmations — see "Delivery Notes and Order Chain" below.
• Wholesale · More: Recalls, EDI, Returns, Purchasing, Goods Receipt, Inventory Count, and Warehouses are explained in detail in the chapter Inventory & Stock.
• Deposit and Forecast are explained in the section "Forecast Reordering and Disposable Deposit Quantities", Purchasing & 3-Way Match in the section of the same name further down.

• Orders: view open customer orders and query AIRIS via voice command.
• Picklist / Commissioning: process articles sorted by storage location.
• Goods receipt: record delivered goods — inventory is updated immediately.

• Sales order at the customer: In the AIRIS app under Contacts, open the customer and tap “Create sales order”. The catalog displays THIS customer's prices from their price list, quantity price tiers (“from 10”), and packaging units — + and − jump by one packaging unit.
• “Apply last order” fills the cart with quantities from the previous sales order; then simply adjust and submit. The sales order is created in the back office the same way as an order from the customer folder, including order confirmation and reservation.
• Credit limit exceeded: The sales order is saved, but only accepted after approval (autonomy switch). In case of a delivery block, it is not accepted at all; owner and admin are notified.
• Stock count via camera: Under Warehouse › “Count stock”, select a warehouse (or bin location), scan items via EAN, GS1 code, or item number, and enter the quantity. You only see the book quantity in the evaluation (blind count).
• Completing posts the differences against the stock level at the time of completion. Large discrepancies (from €250 or 25% with at least 3 units) require approval; stock levels only change after “Approve”. In the back office, the same count lists are available under Stock Count.

• Open the customer in the AIRIS app under Contacts: The "Customer File" shows turnover (paid), open and overdue amounts, the last contact, contact persons, as well as upcoming appointments, open quotes, open invoices, and open tasks.
• "What They Buy": the customer's product groups from their invoices issued in the last 12 months, excluding deposits — with the amount used for calculation.
• "Current Promotion": a current promotion that matches their product groups, with a justification ("Matches" product group and share). Below this are their delivery notes and — if an agreement exists — their bonus balance. From here, you start "Create Order".

• Field sales offline: The customer catalog and prices last downloaded by the app remain on the phone—the timestamp at the top shows when they were retrieved. An offline order is saved as a draft ("waiting for network") and sent automatically once connection is restored. DivineMind always recalculates prices (price list, tiered pricing, credit limit, delivery block). If a price differs from what was displayed, the order appears in the app marked "with note": old price → new price.
• Warehouse offline: Picked quantities (including partial quantities using − / +) and stock counts are saved and transmitted later. Dispatch and completion of the stock count are only possible once everything has been received. If the office has fulfilled the order in the meantime, DivineMind reduces the picked quantity to what remains open; if someone else counted an item later, their count remains. Both appear clearly in the app.
• Drivers offline: Connected in the warehouse, the app preloads all open stops for the day. En route, "Arrived", signature, empties, discrepancies, recipient absent, and cash collection notes work offline; the timestamp of recording applies. If the office has completed the stop in the meantime, nothing is overwritten—the entry appears as "not accepted" along with the reason.
• Never duplicated: Each transmission carries a unique key. If the response is lost in a dead zone and the app resends, no duplicate order, deposit posting, or double count is created. For price and stock levels, the server always takes precedence.

• AIRIS automatically reads your customer orders via email (including PDF or fax attachments) and via WhatsApp (text, voice message, photo/PDF) as soon as the sender is listed as a customer in the CRM. Under Inventory › “Order Inbox”, you can also paste text, upload a PDF, fax scan, or photo, or record a voice message.
• AIRIS identifies the customer (sender address, phone number, customer number, company name) and each item in this order: customer item number, EAN, manufacturer or supplier part number, your item number, customer-specific learned designation, text. If an item is ambiguous, you will see a question with suggestions — AIRIS never guesses.
• The price is always the customer-specific price from the price list and tier (calculated by the server). Credit limit, delivery block, available stock, and the earliest best-before date are displayed as notes alongside.
• “Approve” creates the sales order with order confirmation and reservation — the same process as the customer folder and field service. If the credit limit is exceeded, the sales order waits for credit approval. You can configure what AIRIS is allowed to do without your click in the autonomy setup (Inventory › bestelleingang_annehmen); questions always go to a human.
• AIRIS writes the reply to the customer in their language — always as a draft only. For email, it lands as a draft in DivineMail after approval; for WhatsApp, you copy the text into the chat. AIRIS remembers confirmed mappings per customer for the next time.
• In AIRIS chat: “Capture the customer order from the PDF” (with attachment) or “Customer order from Eiscafé Venezia: 10 cases of Export Hell, 5 Aperol” — the same proposal is generated in the order inbox.
• From DivineMail: Open a customer email with a right-click and select "Create as Order" from the context menu. AIRIS reads the text and the PDF or fax attachment; as soon as "Order Recognized — Check in Order Inbox" appears, the suggestion is available under Order Inbox.
• Duplicate Protection: The same input is only suggested once, even if it arrives a second time or is re-read. Emails without orders — such as "Thank you for the delivery" — do not generate an inbox entry.

• You maintain the credit limit, payment terms, cash discount, and delivery block (with reason) per customer under Conditions. This is checked before every order acceptance and before every delivery note — across all channels: Quote, Order Link, Customer File, Field Service, Order Inbox, EDI, and AIRIS.
• If an order exceeds the credit limit, it is saved and awaits release. With a delivery block, it is saved but not accepted — no order confirmation is generated. Your customer will not see any creditworthiness figures.
• When creating a delivery note, the message "Credit Limit / Delivery Block" appears. Owners and Admins can release it themselves by clicking "Create Anyway"; otherwise, a release request is sent to accounting, and the delivery note is only created after release. The decision is logged for the customer.
• Conditions via AIRIS ("Customer X: 30 days net, 2% discount within 10 days, credit limit €20,000") follow your Autonomy button. AIRIS always requires your release for a credit limit of €50,000 or more.
• Margin Guard: DivineMind holds orders below cost or below your minimum contribution margin for release; the price remains unchanged. Settings under Picking › "Workflow", details in the chapter Inventory & Stock.

Every order follows the same path: Quote → Order Confirmation → Delivery Note → Invoice — regardless of whether it originates from the order inbox, order link, customer file, field service, or EDI.

Expiration Date Warning: Every morning, DivineMind reports batches with approaching expiration dates to management; the same warning appears in the daily briefing. Traceability and recall information are provided with source references, not legal advice.

• Customer-specific assortment: Under Inventory › "Customer assortment", select a customer and maintain their items, their own customer article numbers, and their standing order list with quantities. "Suggest from orders" evaluates orders from the last 12 months and suggests an assortment and standing list; items are only applied after your confirmation.
• "Reorder standing list" fills the cart with a single tap — in the customer portal, via the order link, and during field sales rep orders in the app. Prices are always taken from the customer's price list and calculated by the server upon submission.
• With "Customer only sees their assortment", the customer portal and order link only display these items; field sales reps continue to see everything and can filter by "Assortment". Search also finds items via the customer article number, as does incoming order processing.
• Food information (FIC): Under "Food information" on the item, maintain the 14 major allergens (contains/traces), ingredients, nutrition declaration per 100 g or 100 ml, origin, alcohol content, and storage. The allergens correspond to those used in the POS system.
• Your customers can view the product data sheet (PDF) in the customer portal, via the order link, and via the delivery note link — fulfilling the mandatory provision of information under Art. 8(8) of the EU Food Information Regulation (FIC).
• BMEcat: Under Products › New › "Wholesaler", import BMEcat 1.2 and 2005 (XML, also as ZIP) alongside DATANORM. Preview, duplicate detection (supplier article number, item number, EAN), and price reports remain identical; the supplier is suggested from the catalogue header. Nothing is deleted — delisted items remain in the master data.

• Under Products › New › "Wholesaler Catalog (DATANORM · BMEcat)", you can import your wholesaler's DATANORM 4 or 5 — individual files or all together as a ZIP: items, list prices, your discount groups, product groups, and price changes (DATPREIS). You can obtain the files from your wholesaler's customer portal.
• Select a wholesaler or "+ Create New Wholesaler", set the tax rate for new items, and decide what happens to your sales prices: Sales Price = Wholesaler's List Price (for price changes, only as long as you haven't changed it yourself) or "Do Not Touch Sales Prices — Only Import Purchase Prices".
• The preview shows the item number, description, product group, list price, your purchase price, and the action (new, update, unchanged) for each line; if the discount group is missing, it shows "no purchase price". "Import Now" processes the data, and the price report then shows old and new list and purchase prices. DivineMind detects duplicates via item number and EAN; nothing is deleted. Previous imports are listed under "Last Catalog Imports".
• Foreign Currency: If a catalog is in a different currency, DivineMind converts the prices to Euros using the ECB reference exchange rate on the pricing date. The preview shows the rate per currency ("1 EUR = … on …") and the original amount at the price. If the ECB rate is missing for a currency, the line is not imported ("rejected – rate missing").

• Create an agreement on the customer under the "Rebates & refunds" tab: period (year, half-year or quarter), tier scale "from sales X → Y%" and whether the reached rate applies retroactively on total sales or only on incremental sales within each tier. Optionally only specific product groups.
• Qualifying for rebates is net sales from issued invoices in the period, minus issued credit notes (including returns). Optionally, only paid invoices count. Drafts, cancelled invoices, as well as deposits, empties and freight never count.
• The tab continuously shows: sales to date, next tier and amount missing, rebate at current status, and the projection to end of period. The sales force sees the same in the app for the customer; in the customer portal only if "Show status in customer portal" is enabled.
• At the end of the period, AIRIS calculates the rebate per tax rate from the invoice line items and creates a proposal under Automation › Approvals. A draft credit note is only created after your approval (one item per tax rate, without reference to an invoice) — it is never sent automatically. There is at most one rebate credit note per customer and period.
• Supplier rebate: Record the rebate you expect on the supplier. The expected value from incoming invoices is displayed; nothing is posted yet.
• Supplier Bonus Reconciliation: Next to "Expected Rebate Now", you see "Credited" (from supplier credit notes) and "Open". Returns and supplier bonus credits reduce the purchase turnover. Your accounting department handles the booking.

• Forecast-based replenishment: Under Inventory › "Forecast-based replenishment", enable the forecast for each replenishment rule. Instead of a fixed reorder point, AIRIS calculates expected demand until the next delivery: day of week, trend, previous year's seasonality, warehouse state/province public holidays, and for beverages, weather (Deutscher Wetterdienst forecast, history from Copernicus ERA5).
• Per item, configure the order cycle (days until the delivery after next) and the preset ("balanced" or "lean"). "Calculation breakdown" displays each day with expected quantity, variance, holiday, and weather — no black box. If sales history is missing, the fixed reorder point applies.
• Ordering proceeds as usual: The morning run (or "Generate suggested purchase order now") creates a draft order per supplier. It is sent to the supplier only if the autonomy switch allows it or someone approves it. Import legacy system sales via CSV (Date; Item number or EAN; Quantity). In the AIRIS app, view the forecast under Inventory › "Forecast-based replenishment".
• Single-use deposit quantities: Under Inventory › "Single-use deposit quantities", assign each deposit type to its scheme (Single-use AT, Single-use DE, Returnable), along with material and volume, and maintain the bill of materials on the item (e.g. 1 tray = 24 cans).
• Monthly, review items by barcode (distributed, lost, quantity to report, correction) and the deposit account per container type (issued, returned, balance). Export as CSV or PDF with source and timestamp. In Austria, first distributors report counts per barcode within the first 5 days of the following month in the Recycling Pfand Österreich portal (late up to the 9th); in Germany, the report serves for reconciliation with DPG clearing.
• Customer Deposit Account: Deposits and empties are processed per container via the deposit account. The driver records returned empties during the tour, and a return brings back the deposit with the credit note draft. You can see the balance per container under Deposit in the "Containers — Empty Goods Flow with Customers (Deposit Account)" section; your customer can see it in their customer file.
• Before the deadline, AIRIS reminds the owner, admin, and management (bell icon and push) until you "mark month as reported". Only quantities are evaluated — deposit values continue via delivery note, deposit account, and invoice.

• Suppliers & Purchasing: Sources under Suppliers, orders and three-way matching (order/goods receipt/invoice).
• Warehouse & Inventory: Stock levels, minimum stock levels, reorder rules and auto-reorder under Inventory.
• Prices & Conditions: Maintain customer and tiered prices — these are directly incorporated into quotes and orders.

Under "Purchasing & 3-Way Match" (the page opens 3-Way Match), DivineMind compares your order with the supplier, the goods receipt, and the incoming invoice. Tolerance: Price ±2% or ±€50, Quantity ±1% (bulk goods ±3%).

• You maintain the net cost price in the item under "Cost Price & Intrastat". DivineMind records every change with the date (Cost Price History) — a cut-off date is valued with the cost price valid on that day.
• DivineMind calculates the inventory as of the cut-off date by working backward from warehouse movements, in your company's time zone: a withdrawal on December 31st at 11:30 PM belongs to the previous year.
• If a cost price is missing, it is valued using the current cost price or the sales price — always marked as a workaround. In the Wholesale Dashboard, you will find "Inventory Value Today · … Items" and, where necessary, "… Valued Without Cost Price".
• For year-end closing, the "Year-End Closing Package for Tax Advisor" under General Ledger contains the inventory value as of December 31st per item (stock, cost price, value, valuation) as a CSV with a comparison to the previous year. The inventory value is read-only — nothing is booked.

• Collective invoice: Under Batch Invoice, select customer and date range, preview open delivery notes and orders, and create as draft. AIRIS can also do this ("Create collective invoice for customer X for September").
• Intercompany settlement: Once the receiving company books receipt of an intercompany transfer, exactly one draft invoice is created at the sender — domestic with VAT, cross-border with Reverse Charge if both VAT IDs are valid.
• Return → Credit note: Upon goods receipt of a return, exactly one draft credit note is created for the original invoice — at the actual billed price including discount, with the same tax rate, and with the deposit of the returned goods.
• All three are drafts: Nothing is sent until you have reviewed and approved the document.

• AIRIS instantly answers questions about stock, expiration dates, and open customer items in the chat — reading requires no approval.
• AIRIS captures orders from PDF or chat (as a suggestion in the order inbox), writes quotes at customer prices, and creates collective invoices as drafts. Everything that creates an entry follows your Autonomy button; replies to customers remain drafts.
• AIRIS does not create bonus agreements — this can only be done on the web for the customer. All tools by name are listed in the chapter "What AIRIS Can Do Per Industry".

Companies in the pharmaceutical wholesale industry use the same inventory and order functions as general wholesale and additionally see the "Pharma" menu. Traceability and recall information are provided with source references, not legal advice.

• Cold Chain: opens the inventory overview with low stock and expiring batches. You create cold storage under Warehouses with the storage type "Cold Chain" and min/max temperatures; the range is shown on the warehouse card. Temperatures are recorded via checklists, not sensors.
• Recall Workflow: opens the "Recall Workflow (Batch)" template in the workflow editor — instruction "Identify and block affected batch", email to customer for batch recall, task "Document and complete recall" (due in 2 days). The template is initially inactive and is manually started per contact; the email to customers is always sent only after your release.
• Pharma Inventory and Recalls: Customer licenses, recall per batch, recall report, and traceability — step-by-step in the chapter Inventory & Stock under "Pharma & Compliance" and "Recall & Traceability". Recall letters are only sent at your click.
• Cold Units: create refrigerators, freezers, cold rooms, or display cases with location and setpoint (min/max setpoint in °C) using "New Cold Unit". You assign temperature checkpoints in the checklists to a unit; the unit name will then appear during recording, in the history, and in the audit export.
• EDI: Import orders as EDIFACT ORDERS or openTRANS and generate the shipping notification with batch and expiration date — see chapter Inventory & Stock, "EDI: Importing Orders, Sending Shipping Notifications". Your customers' systems use an API key from Settings › Integrations for this.
• Corrective Actions: Create "New CAPA"; the board shows Draft, Open, In Progress, Effectiveness Check, and Closed. In the CAPA, you record the root cause, corrective action, preventive action, "Due Date", and "Effectiveness Check Date", build an action plan with "Add Action", and see linked quality events. "Close CAPA" is only possible with proof of effectiveness and only for owners, admins, and QM representatives; each step is recorded in the audit trail.
• Batch and Expiration: Stock per batch with expiration date, FEFO during picking and on the delivery note, morning expiration warning. This is accompanied by the same order chain as in wholesale — customer prices with tiers, credit limit, and delivery block with release.
• AIRIS answers questions about stock, expiration, and open items; all written actions are processed via the Autonomy button.