Retail data automation for distributors
15 days of work.
Done in 1 hour.
Sale, stock, SOR settlement, transfers and season buying, automated end to end for distributors.
The problem today
Every month, your team rebuilds the same reports by hand
days to close sale, stock and store settlements each month
people downloading, renaming, copy-pasting and checking files
reports, with brands following up for them every month
The pipeline
Six automated steps, from inbox to buying plan
Email intake
Store files read, matched and filed in Drive
02Consolidation
Brand-wise reports, plus one Sale and one SOH report for the month
03SOR working
Discounts checked against brand policy, payable computed
04Power BI
Dashboards refresh with the latest data
05IST plan
Stock moves between stores and warehouse
06Season buy
Requirement vs actual buy, gaps highlighted
Step 01 of 06 · Email intake
Store reports file themselves into Google Drive
Input
- Emails from stores with Sale and SOH attachments
- StoreBrandMaster sheet
What it does
- Reads every incoming email automatically
- Matches sender and file to store and brand
- Blocks duplicates; keeps only the latest version
- Renames and saves to the right Drive folder
Output
- One clean folder per brand and month
- No manual downloading or renaming
Step 02 of 06 · Consolidation
Brand-wise reports, plus one Sale and one SOH report for the month
Input
- Brand-wise Sale and SOH files saved in Step 01
- Different layouts per brand and software
What it does
- Maps each brand's columns to one standard layout
- Cleans store codes, article codes and dates
- Merges all brands and stores in one run
Output
- Brand-wise Sale and SOH reports
- One Sale and one SOH report for the month
- Ready for Power BI
Step 03 of 06 · SOR working
Every discount checked against brand policy, every payable computed
Input
- Consolidated Sale file
- Promo Master with brand offers and discount rules
What it does
- Matches each bill line to the offer valid that day
- Flags discounts given beyond brand policy
- Calculates what each store owes
Output
- Store-wise payment statement
- Exception list of excess discounts
Step 04 of 06 · Power BI
Dashboards refresh themselves with clean, verified data
Input
- Master Sale and SOH files
- SOR settlement output
What you see
- Sales by brand, store, category and article
- Stock cover and sell-through
- Store-wise dues and discount exceptions
Output
- One shared view for owners and managers
- Numbers everyone trusts
Step 05 of 06 · Inter-store transfer
Stock moves to where it sells, before it ages
Input
- Sale and SOH of every store
- Warehouse stock
What it does
- Finds slow stock and stores running short
- Matches sender to receiver by article and size
- Applies minimum lot and distance rules
Output
- Ready-to-dispatch IST file
- From-store, to-store, article, size, qty
Step 06 of 06 · Season buy
Buy what your stores need, and see where the order differs
Input
- Past season sale and current stock
- The buy actually placed with brands
What it does
- Builds requirement by brand, category and store
- Compares it with the buy placed
- Highlights over-buying and under-buying
Output
- Requirement vs buy report
- Gaps flagged before money is locked in
Before and after
Same reports. A fraction of the time.
| Task | Today | With Quick Reports |
|---|---|---|
| Collecting store files | Download, rename, chase duplicates | Auto-filed, latest version only |
| Consolidation | Copy-paste across brand formats | Brand-wise reports plus one Sale and SOH report |
| SOR and discounts | Line-by-line manual checking | Exceptions flagged, payable ready |
| Dashboards | Rebuilt in Excel each month | Power BI refreshes itself |
| IST and season buy | Judgement calls, often skipped | Ready files with gaps marked |
| Total | 10–15 days, many people | About 1 hour |