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Order Management System
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Order Management System · Available now

Keep each order and its decisions together.

Order Management System keeps customer orders, their product lines and the decisions around them together. An Order Desk Agent enters an order for a customer and an Order Reviewer records a decision against its revision.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewOrders Awaiting Review
Order Management System · Customer orders

Orders Awaiting Review

Customer orders in one list

New customer order
Customer orders in view
6
Review
6
Order numberOrder subjectCustomerOwnerRevisionOrder date
CO-74761Quarterly supplies for Ridgeway OfficeWillow Market Co.Clara Menon8019 Oct
CO-12454Replacement parts for Harborline WorksStonebridge Supply Co.Nadia Chen80018 Oct
CO-26897Display fixtures for Cedar Vale RetailRidgeway Office GoodsMina Laurent51013 Oct
CO-97085Bulk order for Stonebridge SupplyWillow Market Co.Mina Laurent8019 Oct
CO-53262Restock for Fern Grove ServicesHarborline WorksElena Mori77011 Oct
6 of 6 records
Quarterly supplies for Ridgeway OfficeCustomer orders · CO-74761
Review
CustomerWillow Market Co.
OwnerClara Menon
Revision80
Order date19 Oct
Review orderCO-74761 · Quarterly supplies for Ridgeway Office

Order Reviewer decides on the current order revision.

Waiting for Order Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
14
Saved views
16
Roles with set permissions
6
Reports and dashboards
8
Features

The order desk at a glance

Every feature works on the same records. Pick one to see the screen your team works in.

Order book

Prepare customer orders and their product lines for review.

  • Capture
  • Confirm
  • Trace
  • Customer orders
  • Order lines
  • Customers
  • Product catalog
  • Order processing receipts
  • Order review decisions
Explore order book
OverviewDraft Orders to Confirm
Order Management System · Order book

Draft Orders to Confirm

Approval conditions

New
Order numberOrder subjectCustomerOwnerOrder dateStatus
CO-16218Quarterly supplies for Ridgeway OfficeBriar Point LabsSana Novak18 OctDraft
CO-99524Replacement parts for Harborline WorksStonebridge Supply Co.Elena Mori16 OctDraft
CO-54062Display fixtures for Cedar Vale RetailBriar Point LabsNadia Chen16 OctDraft
CO-72259Bulk order for Stonebridge SupplyAlder Bay TradeSana Novak12 OctDraft
CO-18502Restock for Fern Grove ServicesRidgeway Office GoodsMina Laurent21 OctDraft
6 of 6 records
Quarterly supplies for Ridgeway OfficeCustomer orders · CO-16218
Draft
CustomerBriar Point Labs
OwnerSana Novak
Order date18 Oct
Example screen with sample data
Process

From request to completion

Customer order to completion ships ready to use. One step needs a named approval before the work moves on: Review order (Order Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Prepare order

    Enter the customer request and its product lines.

    Quarterly supplies for Ridgeway OfficeCO-74761 · Order Desk Agent
    Prepare orderBy Order Desk Agent

  2. Confirm for review

    Calculate the amount and place the current revision in the review queue.

    Quarterly supplies for Ridgeway OfficeCO-74761 · Order Desk Agent
    Confirm for reviewBy Order Desk Agent

  3. Review order

    Order Reviewer records a decision on the current order revision.

    Quarterly supplies for Ridgeway OfficeCO-74761 · Order Reviewer
    Review orderBy Order Reviewer
    ApprovalOrder Reviewer decides on the current order revision.

  4. Allocate lines

    Record allocation against eligible lines and check quantities.

    Quarterly supplies for Ridgeway OfficeCO-74761 · Fulfillment Coordinator
    Allocate linesBy Fulfillment Coordinator

  5. Release fulfillment

    Record shipment events and the release receipt.

    Quarterly supplies for Ridgeway OfficeCO-74761 · Fulfillment Coordinator
    Release fulfillmentBy Fulfillment Coordinator

  6. Reconcile completion

    Compare fulfillment and payment evidence and record the result.

    Quarterly supplies for Ridgeway OfficeCO-74761 · Order Operations Manager
    Reconcile completionBy Order Operations Manager

Start with Order to review

Inside a record

Keep outside channels in view

Open any customer order to see its fulfillment events, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Customer, Owner, Revision and Order date.

  2. 2
    Fulfillment events

    Each line is linked to this customer order.

  3. 3
    Who works on it

    Admin, Order Desk Agent and Order Reviewer, each with their own permissions.

  4. 4
    Process stages

    Every status change, in order.

  5. 5
    Approvals

    Review order, with who decides.

Orders Awaiting ReviewQuarterly supplies for Ridgeway Office
Order Management System · Customer orders

Quarterly supplies for Ridgeway Office

Willow Market Co. · Review

Log activity
1
Record details
CustomerWillow Market Co.
OwnerClara Menon
Revision80
Order date19 Oct
2
Fulfillment events

Quarterly supplies for Ridgeway Office

Event numberOrderEvent type
FE-12783Bulk order for Stonebridge SupplyShipped
FE-92526Display fixtures for Cedar Vale RetailDelivered
FE-61031Restock for Fern Grove ServicesShipped
Fulfillment events
6
Total event quantity
3,720
3

Who works on it

  • AdminManage Organizations, Users, team members
  • Order Desk AgentManage customer orders, order lines, order attachments, order…
  • Order ReviewerManage order review decisions, customer orders, order…
5

Approvals

  • Review orderOrder Reviewer
    Approved
Example screen with sample data
Approvals

Decide on the current revision

OverviewApprovals
Order Management System · Overview

Approvals

Signed in as Order Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • CO-74761Quarterly supplies for Ridgeway Office
    Willow Market Co.Requested by Clara Menon
    Review3dActions
  • CO-12454Replacement parts for Harborline Works
    Stonebridge Supply Co.Requested by Nadia Chen
    Review1dActions
  • CO-26897Display fixtures for Cedar Vale Retail
    Ridgeway Office GoodsRequested by Mina Laurent
    Review2dActions
  • CO-97085Bulk order for Stonebridge Supply
    Willow Market Co.Requested by Mina Laurent
    Review4dActions

Who approves what

DecisionApprover
Review orderOrder Reviewer records a decision on the current order revision.Order Reviewer
1 approval rule · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Order Management System to the work that is theirs. Pick a role to see what it starts with.

Admin

Maintains organizations, users, team members and access setup.

  • Manage Organizations, Users, team members
  • View customer orders, order review decisions

Roles and permissions

Reports

Questions the order book can answer

Answer questions about orders, fulfillment, decisions and discrepancies.

Overview
Order Management System · Overview

Order Management System dashboard

This quarter

Order exceptions in view
6
Stock Shortage
1
Address Issue
1
Payment Hold
1

Customer orders by status

How far records got this quarter

StageReachedStep
Draft33
Review2061%
Approved1260%
Executed650%

Revision by status

Sample totals per stage

10.0k0
10.0kDraft
10.0kReview
10.0kApproved
6.0kExecuted
4.0kRejected
Example screen with sample data
  1. 01Orders by status

    Group customer orders by Status and sum net amount USD.

  2. 02Orders due by customer

    List customer orders by Customer and required by.

  3. 03Allocation by order line

    Compare order lines ordered units with Allocated fulfillment events event quantity by Order.

  4. 04Fulfillment by event type

    Group fulfillment events by event type and Status.

  5. 05Exceptions by owner

    Group order exceptions by Owner, exception type and Status.

  6. 06Review outcomes by reviewer

    Group order review decisions by Reviewer and Decision.

  7. 07Payment evidence by status

    Sum payment evidence amount USD by Status and payment method.

  8. 08Processing results by order

    Show order processing receipts result state and receipt action by source order.

All reports and dashboards

Who it's for

Built around your order team

See how Order Management System fits your kind of team.

Distribution order desks

Keep customer requests, stocked products and shipment evidence together.

Multichannel order teams

Trace a customer order across internal review and external channel handoffs.

Order teams with payment review

Check captured payment evidence before an order is reconciled.

Controls

Evidence for every decision

Each stage of customer order to completion names the role that acts and the status it records, so a change is never anonymous.

OverviewCustomer order to completion
Order Management System · Process

Customer order to completion

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
1
Roles involved
5
Tables touched
4
Confirm for review
Order Desk Agent
StatusDraft → Review
Review orderApproval
Order Reviewer
StatusReview → Approved
RecordsOrder lines
Allocate lines
Fulfillment Coordinator
StatusDraft → Allocated
RecordsFulfillment events
Customer order to completion
  1. Start
    Confirm for reviewDraft → Review
    Order Desk Agent
  2. Approval
    Review orderReview → Approved
    Order lines
  3. Step
    Allocate linesDraft → Allocated
    Fulfillment events
  4. Step
    Release fulfillmentApproved → Executed
    Fulfillment Coordinator
  5. Step
    Reconcile completionApproved → Executed
    Fulfillment events
Example screen with sample data

See each stage in detail

AI agent

Ask with the order in context

Give your team guided help with orders, reviews and exceptions.

It can

  • Order Desk Agent: Show the orders in Review and summarize each order's lines and current owner.
  • Order Reviewer: Bring together the current revision, line quantities, attachments and open exceptions before a decision.
  • Fulfillment Coordinator: Compare approved orders with their allocation and shipment events.
  • Finance Reviewer: Find captured payment evidence and failed reconciliation receipts for a selected order.

Stays with a person

  • A human reviewer decides whether an order is approved.
  • A team member must also investigate a payment or fulfillment discrepancy and record the outcome.
  • The assistant should cite the order, decision, event or receipt it used so a person can check the answer.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Order Management System
  • Sales channels
  • Fulfillment partners
  • Payment providers
  • Customer and product sources
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 14 tables
14tables
  • Order book6
  • Customer and product records7
  • Review and approval7
  • Allocation and fulfillment6
  • Payments and reconciliation6
  • Exceptions and handoffs6
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Prepare records

    Agree on organizations, users, team members, customers and product SKUs. Choose the team responsible for each record.

  2. Configure access

    Assign the order desk, reviewer, fulfillment, finance and operations responsibilities. Rehearse access using a real order case.

  3. Load opening work

    Import customer orders, lines and linked evidence with stable references and current revisions.

  4. Rehearse the cycle

    Confirm, review, allocate, release and reconcile an order. Test a returned review, a payment mismatch and a correction.

  5. Start daily work

    Watch review, fulfillment and exception queues, and compare completed orders with their receipts.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Order Management System.

All questions
How do I get started?

Click Get started, then use Proto to configure Order Management System for your business. Start with a customer, a small product range and one order through review, fulfillment and reconciliation.

Where does an order begin?

Order Desk Agent prepares a Draft customer order with product lines, then confirms it for Review.

Who approves the order?

Order Reviewer records a decision against the current revision after checking the order, lines and exceptions.

How is allocation recorded?

Allocation creates an Allocated fulfillment event for each eligible line and marks that line Allocated.

What shows that an order shipped?

A Shipped fulfillment event records the quantity against the order. Release also leaves a processing receipt.

How does the team handle a mismatch?

Reconciliation records a Failed receipt and opens an exception for the owner to investigate.

Where is payment information kept?

Payment evidence carries the amount, method, status, provider reference and verification choice for the order.

Can we track an external channel?

A channel handoff links the internal order to the external channel and its order ID.

What happens if an executed order needs correction?

The correction path records an escalation decision and compensating processing receipt, preserving the executed evidence.

Set up Order Management System your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

A personal agent for your business

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