In an IT manager's ideal world, every order follows the standard price list from the ERP. However, the reality of a wholesaler is more stubborn. A sales representative sits at the table with a loyal customer and wants to make a sharp deal on the spot to keep a competitor out, or a one-off project price is agreed upon.

The danger of digitization is that the process becomes so "locked down" that this commercial impact is lost. In this blog, we explain how to manage exceptions without losing control of your margins.

At a glance: Flexibility within frameworks

Authorized deviations: Give sales the ability to adjust prices manually, provided they are within pre-defined margins.

Project prices: Link specific agreements to a temporary period or a specific project number in the app.

Approval flows: Ensure extreme deviations are automatically submitted to a manager for approval.

Transparency: Record the reason for the exception directly during order entry for the back office and invoicing.

The balance between freedom and control

Standardization and flexibility do not have to be mutually exclusive. The secret lies in 'controlled freedom'. In a modern Order Entry app like PLGGR, you can set it so that a salesperson can, for example, deviate up to 5% from the standard net price without additional permission being required. Does the discount go deeper? Then the order does not block, but goes directly to an 'approval flow'.

A system should support a salesperson's commercial edge, not get in the way. By digitalizing exceptions within clear frameworks, you maintain flexibility at the table while ensuring the back office isn't faced with surprises later on.

Wesley Regtuit, Business Line Manager at PLGGR

Recording 'Offline' agreements

Exceptions often arise in the heat of the conversation. "If you order 10 pallets today, you get them for this price." A good tool allows this agreement to be recorded immediately. By setting the reason for the deviation (e.g., "Competition match" or "Project discount") as a mandatory field, management retains insight afterwards into why margins are under pressure.

No surprises for the back office

The biggest problem with exceptions is usually the transfer. If a deviant price is not properly communicated, the back office must correct this manually afterwards or, even worse, a credit must be issued after invoicing. By validating exceptions directly at the source (in the app) against the ERP logic, the order, including the correct exception, flows directly to the administration.

Conclusion: Flexibility is a choice

A good Order Entry process supports the salesperson in their commercial instinct. By making exceptions and special agreements an integral part of your digital workflow, you prevent errors and discussions while keeping the speed in the sales process.

Do you want to know how to combine commercial freedom with administrative peace of mind? Discover how PLGGR handles complex price agreements and exceptions without the need for customization. Book a 20-minute demo call and we'll show you the 'flexible frameworks' of our software.