Trade Reference Replies for Ponderosa
A reference request on one of your customers is read as it arrives, by fax, email or form. Lunica pulls the account’s history from Ponderosa, sold since, high credit, terms, average days to pay, the last twelve months, drafts the reply in your policy’s wording, and your credit manager sends it.
CreditUpdated Oct 202620 ERPs
See it work on Ponderosa.
Click through the steps. Fictional data, in Ponderosa’s terms; the real thing runs on Ponderosa.
Trade reference request: Northline Drywall, 220 Mill Rd. Please provide sold since, high credit, current balance, terms and manner of payment. Account opening in process; reply by fax or email appreciated.
Read from the fax: who asks, which customer, what they want.
The problem, as it happens in Ponderosa.
A reference request comes in from another yard’s credit desk, on their form, by fax or as a PDF in the AR inbox. Somebody opens the customer master in Ponderosa, runs the AR Aging report for the account, scrolls back through the sales history for the high credit, guesses at average days to pay, and types the answer onto the form by hand. Twenty minutes, if nobody is at the counter.
What gets said varies by who answered. One clerk gives the limit and the balance, the next says “satisfactory”, a third mentions the hold from last spring. Nobody tracks what was said about whom, and the request that sat in the fax tray for a week cost the customer a supplier.
How it works.
- 1
The request is read as it arrives
Fax, email, PDF or the other supplier’s web form. Lunica reads the customer named, who is asking and what they ask for, and matches it to the customer master in Ponderosa, with the match shown for a person to confirm.
- 2
The account history is pulled
Sold since, high credit, current balance and terms, average days to pay, the last twelve months’ purchases, past-due history. Every figure is read from Ponderosa for this reply, never typed or remembered.
- 3
The reply is drafted in your words
Your policy decides what a reference may say: ranges instead of figures, no limit, pay history as a band. The draft follows it, on the requester’s form or in a letter, and a rule refuses any line the policy doesn’t allow.
- 4
Your credit manager sends it
Edit, send or decline. Every reply is filed against the account with who asked, what was said and when, so the next request is answered the same way.
How it connects to Ponderosa.
Lunica reads the customer master, invoice and payment history and the terms per account through a read-only login to the Ponderosa database, for the account the request names: first sale, high credit, balance, days beyond Net 30 EOM, twelve months of purchases. It reads the rows for that account only, when a request comes in.
Nothing is written to Ponderosa by Lunica and nothing is sent on its own. Every reply is a draft until a person sends it. The request and the reply are filed against the account on the Lunica server, on one Windows server inside your network. If you note the reference on the customer master, that is keyed by your team.
What a week looks like.
- Every reference request answered the same day, in your policy’s words.
- Figures come from Ponderosa, read for the reply, not from memory.
- What was said about each customer, and to whom, is on file.
- The request that used to sit in the fax tray is in the queue by morning.
Questions
Does Lunica send the reply?
No. It drafts it. Your credit manager reads it, edits it if needed, and sends it, or declines the request.
What does the reply say?
What your policy allows. Many dealers give high credit as a range, pay history as a band, and never the limit or the balance. The policy is a spec your admins edit, with history and revert.
What if we don’t have the customer?
It says so, and drafts a short reply that the account isn’t found, for a person to send. Nothing about anyone is guessed.
Does it read Ponderosa for every request?
Yes, for the one account the request names, at the time of the request, through a read-only login to the Ponderosa database. Nothing is stored in bulk.
What about requests on the other supplier’s form?
The form is read and the answers are drafted onto it, or into a letter if the form can’t be filled. Fax, PDF, photo or web form.
Does it write anything to Ponderosa?
No. The request and the reply are filed against the account on the Lunica server. The customer master in Ponderosa stays as your team keeps it.
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.
Trade Reference Replies 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.