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Food Distribution SCM
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SCM for Food Distribution · Available now

Follow each order from acceptance through service and delivery evidence.

SCM for Food Distribution follows an order from a named delivery point and service time through acceptance, kitchen preparation, dispatch review, distribution events and reconciliation. An order owner checks active products, requested portions, allergen declarations and capacity before accepting.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewOpen Distribution Orders
Food Distribution SCM · Distribution orders

Open Distribution Orders

Distribution orders in one list

New distribution order
Distribution orders in view
6
Draft
2
Accepted
2
Preparing
1
Draft2
Breakfast trays for Cedar HallNorth Pier cafe
710
24 Oct
Salad boxes for Harbor conferenceBayview clinic kitchen
950
25 Oct
Add
Accepted2
Lunch service for Bayview clinicHarbor conference center
860
20 Oct
Sandwich platters for Eastbank officeEastbank office pantry
710
26 Oct
Add
Preparing1
Soup and rolls for North Pier cafeHarbor conference center
60
11 Oct
Add
Ready1
Evening meals for Maple residenceHarbor conference center
660
13 Oct
Add
Breakfast trays for Cedar HallDistribution orders · DO-80874
Draft
Serve at24 Oct
OwnerAnjali Rao
CounterpartyNorth Pier cafe
Revision710
Review dispatchDO-80874 · Breakfast trays for Cedar Hall

Dispatch Supervisor approves the submitted ticket revision before release.

Waiting for Dispatch Supervisor
ApproveReturn
Example screen with sample data
Tables, ready to use
18
Saved views
15
Roles with set permissions
6
Reports and dashboards
8
Features

Follow orders and actual service

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

Distribution orders

Accept orders against the service time, destination, portions and menu constraints.

  • Order header
  • Menu lines
  • Acceptance evidence
  • Distribution orders
  • Order lines
  • Delivery points
  • Products
  • Product recipes
  • Operation receipts
Explore distribution orders
OverviewMy Distribution Orders
Food Distribution SCM · Distribution orders

My Distribution Orders

Distribution orders

New
Record numberSubjectStatusServe atOwnerCounterparty
DO-50450Breakfast trays for Cedar HallDraft04 NovJun SeoHarbor conference center
DO-60951Lunch service for Bayview clinicAccepted29 OctMiriam HaddadEastbank office pantry
DO-81348Soup and rolls for North Pier cafePreparing28 OctRosa DelgadoMaple residence dining room
DO-69689Evening meals for Maple residenceReady17 OctLucia ChenMaple residence dining room
DO-65667Salad boxes for Harbor conferenceServed03 NovLucia ChenNorth Pier cafe
6 of 6 records
Breakfast trays for Cedar HallDistribution orders · DO-50450
Draft
Serve at04 Nov
OwnerJun Seo
CounterpartyHarbor conference center
Example screen with sample data
Process

From accepted order to verified effect

Accept to verified delivery ships ready to use. One step needs a named approval before the work moves on: Review dispatch (Dispatch Supervisor).

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

  1. Check order

    Review the destination, menu and planned service time.

    Breakfast trays for Cedar HallDO-80874 · Order Coordinator
    Check orderBy Order Coordinator

  2. Accept order

    Commit feasible portions and retain the acceptance result.

    Breakfast trays for Cedar HallDO-80874 · Order Coordinator
    Accept orderBy Order Coordinator

  3. Prepare portions

    Use the approved recipe and record actual preparation.

    Breakfast trays for Cedar HallDO-80874 · Kitchen Lead
    Prepare portionsBy Kitchen Lead

  4. Review dispatch

    Dispatch Supervisor decides the submitted ticket revision.

    Breakfast trays for Cedar HallDO-80874 · Dispatch Supervisor
    Review dispatchBy Dispatch Supervisor
    ApprovalDispatch Supervisor approves the submitted ticket revision before release.

  5. Record delivery

    Track shipped, delivered and returned quantities.

    Breakfast trays for Cedar HallDO-80874 · Order Coordinator
    Record deliveryBy Order Coordinator

  6. Verify effects

    Match operation receipts to actual records and references.

    Breakfast trays for Cedar HallDO-80874 · Exception Reviewer
    Verify effectsBy Exception Reviewer

Start with Order acceptance

Inside a record

Bring provider and delivery evidence together

Open any distribution order to see its dispatch tickets, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Serve at, Owner, Counterparty and Revision.

  2. 2
    Dispatch tickets

    Each line is linked to this distribution order.

  3. 3
    Who works on it

    Order Coordinator, Kitchen Lead and Dispatch Supervisor, each with their own permissions.

  4. 4
    Process stages

    Every status change, in order.

  5. 5
    Approvals

    Review dispatch, with who decides.

Open Distribution OrdersBreakfast trays for Cedar Hall
Food Distribution SCM · Distribution orders

Breakfast trays for Cedar Hall

North Pier cafe · Draft

Log activity
1
Record details
Serve at24 Oct
OwnerAnjali Rao
CounterpartyNorth Pier cafe
Revision710
2
Dispatch tickets

Breakfast trays for Cedar Hall

StatusRevisionTable code
Submitted400CEDAR-A12
Submitted900BAYVIEW-B04
Submitted700PIER-C07
Dispatch tickets
6
Total revision
4,030
3

Who works on it

  • Order CoordinatorManage distribution orders, order lines
  • Kitchen LeadManage order lines, ingredient movements
  • Dispatch SupervisorManage dispatch tickets, review decisions
5

Approvals

  • Review dispatchDispatch Supervisor
    Approved
Example screen with sample data
Approvals

Review each dispatch decision

OverviewApprovals
Food Distribution SCM · Overview

Approvals

Signed in as Dispatch Supervisor

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • DT-68994CEDAR-A12
    DEL-2026-08142Requested by Order Coordinator
    Submitted0dActions
  • DT-22501BAYVIEW-B04
    DEL-2026-08158Requested by Order Coordinator
    Submitted1dActions
  • DT-77270PIER-C07
    DEL-2026-08177Requested by Order Coordinator
    Submitted3dActions
  • DT-23503MAPLE-D18
    DEL-2026-08203Requested by Order Coordinator
    Submitted4dActions

Who approves what

DecisionApprover
Review dispatchDispatch Supervisor decides the submitted ticket revision.Dispatch Supervisor
Approve dispatch ticketsDispatch Supervisor
Approve distribution ordersException Reviewer
3 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Food Distribution SCM to the work that is theirs. Pick a role to see what it starts with.

Order Coordinator

Owns order intake, destination selection and accepted service scope.

This is the first screen this role sees.

OverviewOpen Distribution Orders

Open Distribution Orders

Distribution orders · Order Coordinator

Draft2
Breakfast trays for Cedar HallNorth Pier cafe
710
24 Oct
Salad boxes for Harbor conferenceBayview clinic kitchen
950
25 Oct
Add
Accepted2
Lunch service for Bayview clinicHarbor conference center
860
20 Oct
Sandwich platters for Eastbank officeEastbank office pantry
710
26 Oct
Add
Preparing1
Soup and rolls for North Pier cafeHarbor conference center
60
11 Oct
Add
Ready1
Evening meals for Maple residenceHarbor conference center
660
13 Oct
Add
Example screen with sample data

Roles and permissions

Reports

Read portions, movement and exceptions

Read service status, movement, recipes and exceptions from the operating records.

Overview
Food Distribution SCM · Overview

Food Distribution SCM dashboard

This quarter

Dispatch tickets in view
6
Total guest count
130
Submitted
6

Distribution orders by status

How far records got this quarter

StageReachedStep
Draft26
Accepted1765%
Preparing1271%
Ready867%

Revision by status

Sample totals per stage

10.0k0
7.0kDraft
9.0kAccepted
10.0kPreparing
6.0kReady
8.0kServed
Example screen with sample data
  1. 01Orders by service status

    Which commitments are still draft, being prepared or ready for service?

  2. 02Requested and served portions

    What part of each accepted menu line was actually served?

  3. 03Delivery event trail

    Where do shipped quantities differ from delivered and returned quantities?

  4. 04Recipe allergen register

    Which ingredient declarations belong to each approved recipe?

  5. 05Ingredient movement history

    Review ingredient movements by Ingredient, signed quantity and occurred at.

  6. 06Dispatch decision history

    Read dispatch tickets and review decisions by parent order, source revision and operation key; confirm the ticket context before attributing a decision.

  7. 07Operation exception aging

    Which guarded actions still need evidence review?

  8. 08Payment evidence to verify

    Which provider receipts still await verification?

All reports and dashboards

Who it's for

Fit the way your food operation serves

See how Food Distribution SCM fits your kind of team.

Multi-venue catering

Coordinate accepted meal orders and dispatch decisions across service venues.

Outlet distribution

Track packaged products from an accepted order through delivery to an outlet.

Group food service

Keep organizations, staff, destinations and review decisions clear across an operating group.

Controls

Keep revisions and effects accountable

Each stage of accept to verified delivery names the role that acts and the status it records, so a change is never anonymous.

OverviewAccept to verified delivery
Food Distribution SCM · Process

Accept to verified delivery

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

Process stages
10
Approval steps
1
Roles involved
5
Tables touched
6
Accept order
Order Coordinator
StatusDraft → Accepted
RecordsOperation receipts
Prepare portions
Kitchen Lead
StatusAccepted → Preparing
Record preparation
Kitchen Lead
StatusPreparing → Ready
RecordsIngredient movements, Order lines
Accept to verified delivery
  1. Start
    Accept orderDraft → Accepted
    Operation receipts
  2. Step
    Prepare portionsAccepted → Preparing
    Kitchen Lead
  3. Step
    Record preparationPreparing → Ready
    Ingredient movements
  4. Step
    Submit dispatchDraft → Submitted
    Dispatch tickets
  5. Approval
    Review dispatchSubmitted → Approved
    Dispatch Supervisor
Example screen with sample data

See each stage in detail

AI agent

Ask Proto about the current work

Use Proto to inspect orders, prepare decisions and trace exceptions with your team.

It can

  • Order Coordinator: Find open commitments for a venue and prepare the current scope for acceptance review.
  • Kitchen Lead: Compare accepted lines with the approved recipe and ingredient declarations before preparation.
  • Dispatch Supervisor: Assemble the submitted ticket revision, parent order and supporting evidence for an independent decision.
  • Delivery Operator: Trace actual shipped, delivered and returned quantities by product and order.

Stays with a person

  • A person must decide whether to approve a submitted dispatch ticket or a compensating correction.
  • The agent can gather the current records and explain differences, but release and closure depend on the actual review and effect evidence.
  • It cannot infer that a payment provider issued a refund from a requested action.
  • Usage follows your ERP.AI plan and any connected provider's terms.

Set up an agent

Integrations

Connects to the tools you use

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

  • Food Distribution SCM
  • Payment provider
  • Delivery event source
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 18 tables
18tables
  • Distribution orders6
  • Delivery points6
  • Kitchen preparation7
  • Dispatch review6
  • Distribution events7
  • Evidence and exceptions7
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. Operating map

    Set up organizations, active team members, delivery points and access for the people who will own orders and review dispatch.

  2. Menu basis

    Load products, ingredients, approved recipe revisions and allergen declarations. Check units and portion yields with Kitchen Lead.

  3. Order cycle

    Rehearse a draft order through feasibility, acceptance, preparation and service, preserving each actual timestamp and quantity.

  4. Dispatch and movement

    Submit a ticket revision for independent review, release its approved scope and record shipped, delivered or returned product quantities.

  5. Exception review

    Reconcile a failed receipt, a partial service cancellation and payment evidence before staff use the cycle for live work.

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 Food Distribution SCM.

All questions
How do I get started?

Click Get started, then use Proto to configure SCM for Food Distribution for your business. Start with one organization, active delivery points, menu products and an order that your team can follow through service.

Can we use several destinations?

Yes. Keep each dining room, outlet or venue as a delivery point with its own contact, address and organization.

How does the kitchen see the accepted scope?

The kitchen reads the current order and its menu lines, then uses the approved recipe revision selected for preparation.

How are allergens handled?

Ingredient records carry allergen declarations. Order lines also retain the declaration for their menu scope so the coordinator and kitchen can check it before acceptance and preparation.

Does a ready order mean delivery is complete?

No. Preparation, served portions and distribution events are recorded separately. Follow the actual event and portion evidence.

Who decides a dispatch ticket?

Dispatch Supervisor reviews the submitted revision and records an independent approve, reject or return decision with a reason.

What happens if the ticket changes after approval?

The changed revision goes through review again. The earlier decision remains with the earlier scope.

How do we handle a partial delivery or return?

Record the actual delivered and returned quantities as their own distribution events, retaining the earlier shipped event.

What if an operation fails or times out?

Exception Reviewer reads the operation receipt and linked effects first, then attaches evidence and resolves the outcome against what persisted.

How are refunds checked?

The team reviews provider-issued payment evidence and its verified state before closing a refund-related correction. A repeated request should return its prior result.

Set up Food Distribution SCM 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

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