Main Goals: Ensure nothing falls through the cracks and save time on manual work.

How we achieved those goals:

1. Need a central place for the team to track POs and shipments.
2. Need reminders to follow up on POs that haven’t made progress
3. Need to manage stock levels 
4. Need to manage items that came in with shipments incorrectly
5. Need to easily generate invoices 

Airtable is a flexible platform that allows for these objectives as well as future custom automations. It has a similar experience to a spreadsheet but has the power of a proper database.

When an order is placed, it is added via form to the Purchase Order page in the Airtable interface.

When invoices arrive, the team adds in those with their corresponding shipment line items:

Shipments can be created and managed on the Shipments Overview page

The team can easily follow up on orders that have not had any movement in the “Needs Follow Up” view.

Managing Stock Levels:

Team members manage stock levels using various formulas that help identify stock levels, projected needs for stock with a page for products with low stock levels

Team members manage discrepancies between their invoices and the products they received in Airtable.

Generate Invoices easily

When the staff need to generate an invoice, they click the “Create Invoice” button and the automation runs with the info stored in their system. Within seconds the completed invoice is added automatically to the record.

This is what the scenario looks like in Make

This is the Documint template