Special Order Tracking for Ponderosa
Every special order in Ponderosa followed from the purchase order to the yard: expected dates, what landed, what’s late and what deposit was taken, with the customer told it’s in by a person or on the schedule they chose.
Sales & estimatingUpdated Oct 202620 ERPs
See it work on Ponderosa.
Click through the steps. Fictional data, in Ponderosa’s terms; the real thing runs on Ponderosa.
- Bayview Decks · composite railing · PO 11874
- Westfield Masonry · hearth stone
- Mill Creek Carpentry · stair parts
- Shoreline Electric · trench covers · due Oct 15
- Ferry St Renovations · steel door · due Oct 17
- Oak Hill Builders · skylights · unconfirmed
- Pine Hollow Contractors · entry door · Oct 21
- Harbor Point Builders · patio slider · Oct 20
- Granite Peak Builders · beam hangers · Oct 19
- Cedar & Stone Framing · LVL beams · 19 days
- Mill Creek Carpentry · newel posts · 11 days
On order, late, landed, aging. Late means past the vendor’s confirmed date with no receipt.
The problem, as it happens in Ponderosa.
A special order at a dealer is a line on a sales order, a line on PO 11874 to the manufacturer, and a sticky note on the counter. The expected date is in the vendor’s confirmation email. Whether it landed is a walk to the back of the yard. The deposit is on the ticket if someone remembered to take one.
The customer calls to ask, and the answer depends on who picks up. The door that came in three weeks ago sits in the yard until it gets damaged, and the one that is late is found out when the framer is standing at the counter.
How it works.
- 1
Every special order, found
Each special-order line in Ponderosa matched to the purchase order it was placed on, the vendor’s confirmation and the receiving record. Expected date from the confirmation, landed date from the receipt, deposit from the ticket. The counter sees them all in one place.
- 2
The board, every morning
Open special orders by status: on order, confirmed, late, landed, waiting for pickup. A line past its confirmed date with no receipt is late; a landed one nobody collected after a week is aging. The buyer and the rep each see their own.
- 3
The customer is told when it’s in
A text or email drafted the day the receipt posts: what landed, where to pick it up, what’s owed. Only customers you enrolled, sent by a person or on the schedule the customer chose. Nothing goes out on its own.
- 4
Late lines to the buyer, aging ones to sales
A late line is a note to the buyer with the vendor and the confirmation beside it. A landed order nobody collected is a note to the rep with the deposit and balance. Each one is sent or skipped by that person.
How it connects to Ponderosa.
Lunica reads Ponderosa’s open orders, purchase orders, receipts and the customer master through a read-only login to the Ponderosa database: the special-order lines, the purchase order each was placed on, what has been received against it, and the deposit on the ticket. Vendor confirmations are read from the purchasing mailbox and matched to the purchase order.
Nothing lands in Ponderosa without a person and nothing is sent on its own. Lunica does not change a date, a status or a ticket in Ponderosa; what it finds is a board for your team. A pickup notice goes to an enrolled customer only, by text or email, sent by a person or on the schedule that customer chose. A corrected expected date goes back as a Ponderosa import where one exists, or keyed by your team from what Lunica prepared.
What a week looks like.
- Every special order on one board, with the date the vendor actually gave.
- Late lines in front of the buyer before the customer asks.
- Landed orders called the day they come in, to the customers who asked for it.
- Nothing sits in the yard for a month without someone being told.
Questions
Does it text our customers?
Only the ones you enrolled, and only when a person sends it or on the schedule the customer chose. Every message is a draft first.
Does it write to Ponderosa?
No. It reads orders, purchase orders and receipts. A corrected expected date is keyed by your team.
Where does the expected date come from?
The vendor’s confirmation, read from the purchasing mailbox and matched to the purchase order. If there is no confirmation, the line shows as unconfirmed, not as on time.
What about deposits?
Read from the ticket. An order over a value you set with no deposit is flagged on the board, for the counter to collect one.
Can it tell the customer their order is late?
It drafts that note too, with the new date if the vendor gave one. The rep sends it.
What does the model see?
The vendor confirmation being read and the order it matches. Dates and statuses come from Ponderosa directly, not from a model.
Does it need a server?
Lunica runs on one Windows server inside your network, set up and maintained by Lunica. It reads Ponderosa through a read-only login to the Ponderosa database. There is no inbound connection from outside your network.
What does Lunica read in Ponderosa?
The customer master, open items and terms, purchase orders and receipts, the item master, quotes and order history, as each workflow needs them. Read-only, and only the rows a task is about.
Can it post to Ponderosa?
Nothing lands in Ponderosa without a person. What belongs in Ponderosa goes back as a Ponderosa import where one exists, or keyed by your team from what Lunica prepared.
What about our documents?
Invoice copies and scans keep living in Ponderosa document imaging. Lunica reads them when a workflow needs one and never writes to them.
The same workflow, on another ERP.
Special Order Tracking is written for every system on the list. You’re reading the Ponderosa version.
See it on your Ponderosa data.
Thirty minutes. We walk the workflow on Ponderosa data, then map it to yours.