Purchase invoices and returns are read and posted into the ERP by an agent, with the accountant approving

A refrigerant supplier's purchase invoices are not simple documents. Gas, cylinders, freight and deposits sit on the same paper, VAT is not always one rate, imports arrive in dollars or euros, and returned cylinders come back as their own kind of invoice. All of it was typed into the ERP by hand, line by line.

An agent now reads the invoice and does the typing. The VAT lines and the exchange rate come from the document itself, suppliers who are not yet in the ERP are opened following the company's own rules, and returns are placed correctly as sales returns instead of being fixed later.

The accountant stays in control. Everything appears in a list first, the invoice type can be corrected, and nothing enters the ERP until it is approved. The agent does the repetitive work, and the judgement stays with the person.

Case studies

Three refrigerant cylinders standing beside a horizontal bulk storage tank.

Stock is live, every past day is on record, and errors are caught as they happen

Filling plants in different cities reported their work through email and messaging groups. Once a week someone read every message, wrote the numbers down, and tried to match them with the ERP. By the time the numbers were ready, they were already a few days old, and a wrong number was usually found long after the gas had moved.

A close-packed block of grey gas cylinders with one cylinder in the front row picked out in blue.

Sales, customer accounts and market position in one place, with the system pointing out what needs attention

Sales information lived in the ERP, in spreadsheets, and in what the sales team remembered. Management could not see which region was weak or how much of a market was actually being reached, and a customer who had stopped ordering gas was often noticed months later.

A closed shipping container on a low plinth beside a loaded pallet, with a single blue seal on the door.

Every incoming shipment is followed checkpoint by checkpoint, and the right people are told automatically

This refrigerant supplier brings its stock in as imports, and those imports were followed by asking. Someone called or wrote to someone else, waited for an answer, and passed it on. Anyone who needed the same information started by asking the same people again, and by the time it reached planning it was already old.