Industries
Retail and supermarket chains: every vendor and every branch in one system
A retail chain works with hundreds of vendors and dozens of branches, with daily orders, delivery notes for every branch and invoices to match. On Segment’s platform the chain and the vendor see the same data: orders, deliveries and invoices, and alongside them sales and stock. The B2B between the two sides is visible to both, not only to the chain.
- 50K+Vendors
- 500M+Invoices issued
- 250M+Orders
- 100+Buyers
What changes when you work through Segment
For the organization
- One order per vendor and per branch, sent from the ERP and confirmed by the vendor in the portal, with no phone calls and no emailed files.
- Every delivery note is linked to an order, and every invoice is checked against both before it is received. Duplicate invoices and unusual amounts are stopped before payment, not after.
- Fewer inquiries: vendors see the status of their orders and invoices themselves, so fewer questions reach procurement and finance.
- One picture: orders, deliveries, invoices, sales and stock of every vendor, on one screen and by permission.
For vendors
- All orders from all branches in one place, in the portal or straight into the vendor’s ERP (EDI, API, File 100).
- Sales and stock data for its products at the chain: what sold, where, and what is left on the shelf. Production and supply can be planned on what actually happens.
- Tracking of every invoice until payment, without calling the chain’s finance department.
- Early payment: the option to be paid right after an invoice is approved, instead of waiting for net 60, through RTMI.
What flows through the platform
Every document is sent once, reaches both sides at the same moment and is kept in a secure archive.
Purchase orders
From the chain’s ERP to the vendor, per branch or to the central warehouse
Order confirmations
The vendor confirms and updates quantities and delivery dates
Delivery notes
Linked to the order, per branch
Invoices
Matched to the order and the delivery note before intake
Sales data
What sold of each of the vendor’s products, and where
Stock data
What is left on shelves and in the warehouse, synchronized between the sides
Statuses
The state of every document, visible to both sides at the same moment
Consignment invoices
Billing for what actually sold, built from the sales data
The challenge
In retail every mistake rolls on: an unconfirmed order, a delivery that doesn’t match the order or a duplicate invoice reaches procurement and finance and needs manual follow-up.
The more vendors and branches there are, the harder it is to see the full picture and pay vendors on time.
Shared sales and stock: full visibility for both sides
In most vendor systems the chain sees everything and the vendor sees only its orders. At Segment the information flows both ways: the chain shares with each vendor the sales and stock data of its products, and the vendor sees what sold, in which branch and what is left on the shelf.
The vendor can then plan production and supply on actual demand, propose replenishment before the shelf runs empty and spot products that are stuck. The chain gets a vendor that responds to reality rather than to an order from two weeks ago, with fewer shortages and fewer surpluses in the branches.
The data is synchronized automatically with the chain’s systems, by permission: each vendor sees only its own products, and the chain controls what is shared.
Consignment: the vendor’s goods, billing by what sells
In consignment the vendor remains the owner of the goods while they are on the shelf, and the chain pays only for what sells. The model saves the chain stock and carrying costs, but it works only when both sides trust the same numbers.
On Segment’s platform the sales data reaches the vendor directly from the chain’s systems, and billing is built from it: the vendor issues an invoice for what actually sold, the chain checks it against the same data, and both sides see at all times how much stock is in the branches and how much has already sold.
The result: fewer month-end reconciliations, fewer gaps between the sales report and the invoice, and consignment stock that can be managed rather than just counted.
The process, end to end
This is how one document moves from order to payment, with no phone calls and no emailed files.
- 01Purchase order
The order is sent to the vendor from the chain’s ERP, in the portal or by EDI.
- 02Order confirmation
The vendor confirms the order and updates its progress.
- 03Delivery note
The delivery note is linked to the order and matched to it.
- 04Invoice
The invoice is received and checked against the order and the delivery note.
- 05Payment
The approved invoice goes to payment, which can be brought forward.
How Segment helps
Receiving orders
Purchase orders reach vendors in the portal or by direct interface, with items, quantities, prices and delivery addresses.
Delivery notes
Delivery notes are linked to the order, so it is easy to see what was ordered and what was actually delivered.
Smart matching
Invoices are matched to orders and delivery notes, and gaps are flagged for review.
Anomaly detection
Duplicate invoices, unusual amounts and suspicious documents are flagged for review.
EDI with global vendors
Work in X12 and EDIFACT: orders, order acknowledgments, shipping notices and inventory updates.
Early payment for vendors
Vendors can be paid right after an invoice is approved, through our financing company, RTMI.
Segment works every day with retail chains and the vendors that work with them.
Getting started
Committed to your success, from design to operation
- 01Demo meeting
We learn your processes and show you the platform.
- 02Design and planning
Tailored to your organization’s specific needs.
- 03Implementation and connection
Connection to your existing systems and your vendors.
- 04Operation and support
Fast, professional support for local and international customers.
Frequently asked questions
What does the vendor see in the portal?
All its orders from all branches, its delivery notes and invoices with the status of each, and in addition the sales and stock data of its products at the chain, by the permissions the chain sets.
How does consignment work through the platform?
The chain shares the sales and stock data of the vendor’s products. The vendor issues an invoice for what actually sold, and the chain checks it against the same data. Both sides see how much stock is in the branches and how much has sold.
Does the platform connect to our ERP?
Yes. The platform connects to the common ERP systems (SAP, Priority, Oracle, Matrix and others) and supports a range of protocols, such as API, REST, SOAP, SFTP and AS2, so data flows straight into your system with no double typing.
Can we work with vendors abroad?
Yes. Segment’s EDI platform has run for more than 15 years and supports the X12 and EDIFACT standards, including purchase orders, order acknowledgments, shipping notices and inventory updates.
Do vendors need special software?
No. Vendors work in a friendly, secure vendor portal, or through a direct interface between their ERP and the platform. Our support team helps them get started.
What is early payment for vendors?
A vendor can be paid right after an invoice is approved, instead of waiting for the usual payment terms (net 60 and so on). The service is provided by our non-bank financing company, RTMI.
More on the platform
Want to see how it works for you?
In a demo we will look together at your processes and existing systems.