Better questions.
Clearer software requirements.

DISTRIBUTION WORKFLOW GUIDE

Confirmed, backordered
or received?

A supplier accepting an order does not establish that the goods have arrived. Keeping those events separate helps a purchasing team decide what still needs sourcing and what the warehouse can actually use.

Start with a quantity example.

Suppose a customer orders 100 units. A supplier accepts 60, including 20 on backorder. That means 60 accepted in total, not 80. The other 40 remain unconfirmed. If 25 units physically arrive, record a receipt for 25 against the accepted order; do not change the original acceptance into a receipt.

Keep the supporting records connected.

• Customer order and line reference: what was requested.
• Supplier quote and PO revision: the prices and quantities proposed.
• Supplier acknowledgement: what was accepted, including any backorder.
• Receipt record: what physically arrived and when.
• Exceptions: shortages, cancellations and corrections with a reason.

In this example, 35 accepted units have not been received and 40 remain unconfirmed. Whether any units are ready to dispatch also depends on reservations, quality checks and the actual fulfilment process.

Use this as a discovery checklist.

Ask which spreadsheet or document establishes each event, who updates it and how a correction is traced. A software design should make those answers visible rather than collapse them into one ambiguous status.

CLINIC ADMINISTRATION GUIDE

Treatment sales and
session usage are different records.

A customer may buy a package today and use it across several later visits. A useful administrative workflow links the sale to every usage event while retaining both histories.

Keep the sale record.

Record the purchased treatment or package, quantity, date, amount, payment method and consulting staff member. Define how unpaid or partially paid packages may be used before building the workflow.

Record each later use.

For every session, identify the package, visit date, quantity used and treating practitioner. In a simple fictional example, a ten-session package with one recorded use leaves nine sessions. That arithmetic alone does not define rules for expiry, refunds or transfers.

Agree how exceptions work.

• Can a package contain more than one treatment?
• Who may reverse an incorrectly recorded usage?
• Do unused sessions expire or transfer?
• How are refunds and payment corrections approved?
• Can staff at another branch see or use the package?

Start discovery with fictional examples and a list of roles. Access to personal and treatment-related information must be designed deliberately. This guide addresses administrative records, not clinical recommendations.