When a field representative discovers a gap on the shelf, the next step may be an order, a transfer or a replenishment action. Capturing the requirement accurately is only the beginning. The process needs correct products, units, pricing, retailer authority and confirmation that the receiving party accepted the request.
Design the hand-off around seven checks
- Correct outlet: use a stable retailer and store identifier.
- Correct product: match SKU and case or unit measure to the wholesaler or distribution partner's product catalog.
- Correct quantity: clarify whether the order is in units, cases or another pack level.
- Correct price and terms: use the authorized account agreement and applicable price file.
- Correct authority: confirm who can approve or submit the order on the retailer's behalf.
- Acknowledgment: distinguish submitted, received, accepted, rejected and fulfilled.
- Exception handling: record the reason for rejected or partial orders and who will follow up.
A salesperson's "sent" status must never be interpreted as the wholesaler's acceptance of an order.
Reduce data re-entry risk
Where systems permit, use a consistent product and account identifier across field capture and fulfilment. GS1 standards and strong product master data are useful foundations for reducing mismatches. Review pack-size conversion carefully, especially when the field team sees retail units but the distributor accepts cases.
Protect the relationship
The aim is not simply faster submission. A useful order process avoids unexpected deliveries, honors store instructions and provides confirmation. When stock remains unavailable, follow up on fulfilment rather than assuming an order has resolved the original availability exception.
Where FieldKo fits
Reps can take orders during a visit in the FieldKo Atlas app, and turn-in orders can go to the wholesaler with checks and a confirmation of receipt. How this works for you depends on your order process and the systems you connect, so design the approval and acknowledgment steps first.
See how FieldKo supports this →Further reading
Next: Improve availability | Master-data readiness checklist
Reviewed October 26, 2026. Examples, scores and thresholds are illustrative, not benchmarks. See the research and sources library for independent references.