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Sector · Retail & wholesale

“We lose early payment discounts because invoice approvals take too long across our branches.”

DMS for retail & wholesale: Secure early payment discount deadlines, make supplier files centrally available

Retail and wholesale companies handle documents from many suppliers and several branches every day. Incoming invoices, goods receipt documents, complaints, framework contracts. OXS.eco collects them centrally, matches them against the ERP purchase order and the goods receipt, and moves them into an approval workflow that runs across all branches, so that early payment discount deadlines are reliably met and supplier files are quickly available across every site.

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Secure early payment discountsSupplier invoice, delivery note, goods receipt and order matching in one approval pipeline, even with many suppliers and several branches.
Supplier files in one placeFramework contracts, agreements, branch documents and supplier correspondence in one place, complete when you go into negotiations.
Multi-site without VPNApprovals across branches and sites, without local servers and without depending on a VPN.
Retail & wholesale
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Pain points

Four things we hear every day from purchasing and accounting

Chances are one or more of them sound familiar.

“Supplier invoices often deviate from the purchase order. Nobody notices until the stocktake.”

“At branch A invoices come in by email, at branch B on paper, at C through a portal.”

“Framework agreements are filed somewhere. Nobody knows which supplier costs us what and when.”

“For returns and complaints we piece together the matching delivery note across branches.”

Use Cases

Document processes in retail: automated and scalable

From the supplier invoice to framework agreement monitoring: OXS.eco creates transparency and saves measurable time.

1

Automated supplier invoice intake with ERP matching

Problem

Retail companies receive hundreds of supplier invoices every day. Manual matching against purchase orders in the ERP costs time, causes errors and lets early payment discount deadlines lapse.

Solution

Incoming invoices arriving by email, EDI, scan or upload are captured, matched against open purchase orders, discrepancies are escalated and the team approves them digitally by cost center and branch.

Result
From experience

noticeably less manual processing time. Early payment discount deadlines in view, invoices reliably tracked.

2

Central contract management for suppliers and framework agreements

Problem

Framework agreements, terms agreements and supplier contracts sit scattered across email inboxes and network drives. Notice periods get overlooked and agreed terms go unused.

Solution

Contracts are held in OXS.eco in one central place, with terms and notice periods recorded. Before those deadlines run out, OXS.eco reminds the people responsible.

Result
Structured

Contract deadlines monitored. Notice dates systematically in view, terms available centrally.

3

Approval workflows across branches

Problem

In branch structures, invoices and purchase orders have to be approved from different locations. Email chains and manual forwarding cost time and leave no traceability.

Solution

OXS.eco routes approvals digitally by branch, cost center and amount, with clear responsibilities, escalation rules and a complete audit trail. All in one platform, with no location boundaries.

Result
Noticeably

less turnaround time on approvals, complete traceability, every document reliably findable.

4

Daily closing and DSFinV-K archive

Problem

Daily closings, TSE receipts and DSFinV-K exports sit scattered per branch in POS systems and folders. During a cash register inspection, complete evidence is hard to put together on short notice.

Solution

Daily closings from your POS system, TSE data and the related exports are imported per branch (connection on a project basis), archived audit-proof and linked to period and location.

Result
Audit-ready

During a cash register inspection, the evidence can be supplied per branch on request.

5

EDI invoices against goods receipt

Problem

INVOIC invoices from the EDI exchange (GS1 EANCOM) have to be checked against goods receipt and purchase order. Across many suppliers and branches, manual matching is barely feasible.

Solution

INVOIC messages are read in automatically and matched against purchase order and goods receipt (purchase order data connection on a project basis), discrepancies are escalated and the team approves the invoice digitally.

Result
Automated

EDI invoices go into approval without manual matching, and early payment discount deadlines stay intact.

Document types

Document types that count every day in retail and wholesale

Five document types we typically bring together in one file in a retail setup.

Supplier invoice

Incoming invoice with supplier master data. Problem: often deviates from the purchase order. Benefit: 3-way match against purchase order and goods receipt.

Purchase order

The order placed with the supplier. Problem: sits in the ERP while the invoice arrives externally. Benefit: automatic linking in the intake workflow.

Delivery note

Confirms delivered quantities. Problem: goods receipt documented, but entered twice. Benefit: goods receipt matching against the ERP in one file.

Framework agreement

Agrees terms per supplier over a defined period. Problem: terms unclear during a check. Benefit: central contract base with expiry monitoring.

Goods receipt document

Documents the actual goods receipt. Problem: kept separate from the ERP document. Benefit: together with purchase order and invoice in one supplier file.

Integrations & interfaces

Connects to merchandise management, ERP and accounting

Supplier invoices are matched against purchase orders from your merchandise management system (connection on a project basis); XRechnung files and EDI documents run straight into the approval workflow. All of it across branches and multi-tenant capable, without local servers.

Discuss interfaces →Interfaces & API →
Systems in this industry MS Dynamics 365 BC / LS Central Prohandel Futura CSB DSFinV-K / TSE EDI: INVOIC / EANCOM Diamant/4 DATEV XRechnung / ZUGFeRD / Peppol REST API Diamant is connected in production and highlighted here. We connect other systems on a project basis, via the documented REST API or file-based transfer such as SFTP, including ones not listed here. XRechnung, ZUGFeRD, PEPPOL and EDI are processed directly by OXS.eco.
FAQ

Frequently asked questions

Yes. OXS.eco matches incoming invoices against open orders, spots price and quantity discrepancies and starts the digital approval workflow, with far less manual entry.

Terms and notice periods are held centrally, and OXS.eco reminds the people responsible before one runs out.

Yes. OXS.eco supports multi-tenant structures and approvals, workflows and document access across sites, with no local servers and no VPN.

Yes. OXS.eco offers open REST APIs and connectors to common merchandise management, ERP and accounting systems, on a project basis on request. No change of system, no double entry.

Related industries

Also worth a look

Related industries with a similar document and compliance profile.

Logistics & transport

CMR notes, delivery notes and invoices centrally and audit-proof.

View logistics solutions →

Industry & manufacturing

Supplier invoices, quality records and project files.

View manufacturing solutions →

Or see all 9 industries →

Hélène TinetInitial call, demo & onboarding

Next step

See the retail process in the demo.

We go through 3-way match, branch distribution and the framework agreement workflow on your own use case. A 15-minute process check with a person from the MAAS team.

MAAS Filderstadt · since 1986
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